Minutes of the Board of Regents of Stephen F. Austin State University. 2010, Volume No. 260

Stephen F. Austin
State University
MINUTES OF THE
BOARD OF REGENTS
Nacogdoches, Texas
July 19 and 20, 2010
Meeting 260TABLE OF CONTENTS
BOARD MINUTES FOR JULY 19 AND 20, 2010
Page
APPROVAL OF MINUTES
1. Approval of Minutes of April 19 and 20, 2010, Board Meeting with Changes ............3
Board Order 10-32
ADMINISTRATION
2. Election of President ......................................................................................................3
Board Order 10-33
3. Election of General Counsel ..........................................................................................3
4. Election of Director of Audit Services...........................................................................3
5. Election of Coordinator of Board Affairs ......................................................................3
PERSONNEL
6. Faculty Appointments for 2010-2011............................................................................4
Board Order 10-34
7. Staff Appointments for 2010-2011 ................................................................................6
8. Changes of Status for 2010-2011...................................................................................7
9. Retirements ....................................................................................................................9
10. Holiday Schedule for 2010-2011...................................................................................9
Board Order 10-35
ACADEMIC AND STUDENT AFFAIRS
11. Small Class List for Maymester and Summer I 2010..................................................10
Board Order 10-36
12. Course Type Changes ..................................................................................................10
13. Intercollegiate Athletic Policy and Procedures Manual Revisions..............................11
29. Designation of Administrator for Implementation of Texas Education Code Sec. 51.974, as Amended (Executive Session Item)....................................................11
BUILDING AND GROUNDS
14. Utility Easement for Oncor Electric Delivery Company.............................................11
Board Order 10-37
Board Order 10-38
15. Approval of the Fiscal year 2010-11 Capital Infrastructure Plan ................................12
FINANCIAL AFFAIRS
16. Selection of an Investment Management Firm............................................................12
Board Order 10-39
Board Order 10-40
17. Athletic Programs Insurance........................................................................................13
18. General Liability Insurance..........................................................................................1319. Purchase of Electric Utilities from Deep East Texas Electric Cooperative for FY 2010-11........................................................................................14
20. Purchase of Water, Sanitary Sewer and Landfill Services for FY 2010-11 ................14
21. Installment Fee for Tuition, Fees, Room and Board Payment Plans ...........................14
22. Xerox Copier Leases for SFA Printing Services .........................................................15
23. Approval of the Freshman Residence Hall and Parking Garage Budget.....................15
Board Order 10-41
24. Grant Awards for April 1, 2010, through June 24, 2010 .............................................15
Board Order 10-42
25. Adoption of the Fiscal Year 2010-11 Institutional Budget..........................................16
Board Order 10-43
26. Adoption of the Fiscal Year 2010-11 Capital Infrastructure Budget...........................16
Board Order 10-44
27. Adoption of the Fiscal Year 2010-11 Capital Operating Plan Budget ........................16
UNIVERSITY POLICIES AND PROCEDURES
28. Policy Revisions...........................................................................................................17
Board Order 10-45
REPORTS
President
Audit Services Report
Faculty Senate
Student Government Association
APPENDICES
Appendix 1 – Small Classes for Maymester and Summer I 2010
Appendix 2 – Intercollegiate Athletic Policies and Procedures Manual Revisions
Appendix 3 – Fiscal Year 2010-11 Capital Plan
Appendix 4 – Grant Awards for FY10 Awarded Between April 1, 2010 and June 24, 2010
Appendix 5 – Fiscal Year 2010-11 HEF AllocationAppendix 6 – Policy Revisions
Access to Secure Computing Facilities (F-32) .........................................P-3
Add/Drop (A-5).........................................................................................P-7
Administrative Systems Software Changes (F-36) ...................................P-9
Agency Accounts (C-01.2)......................................................................P-11
AIDS and HIV Virus (D-1.1)..................................................................P-13
Authority to Act in the Absence of the President (D-7)..........................P-19
Compliance with the Americans with Disabilities Act (D-41) ...............P-20
Computer Hardware and Software Acquisition (F-7.5)..........................P-22
Computer Replacement (C-56) ...............................................................P-24
Computer System Access (F-37) ............................................................P-26
Contracting Authority (C-9)....................................................................P-30
Departmental Administration (E-10A) ...................................................P-33
Distinguished Professor Award (A-16)...................................................P-40
Driver Certification (D-10) .....................................................................P-42
Dual Employment (E-12)........................................................................P-43
E-mail for University Communication (F-41) ........................................P-45
Emergency Management Plan (D-11).....................................................P-47
Employee Terminations and Transfers (E-18)........................................P-77
Firearms, Explosives and Ammunition (D-14).......................................P-79
Historically Underutilized Businesses (C-16.5)......................................P-80
Human Research Subjects Protection (A-62) .........................................P-86
Information Technology Services (F-9)..................................................P-96
Interagency and Interlocal Contracts (C-18)...........................................P-97
Interdepartmental Transfer (C-19) ........................................................P-100
Items Requiring Board of Regents Approval (D-20.5).........................P-102
Missing Student Notification (D-56) NEW..........................................P-106
Outside Employment (E-35) .................................................................P-108
Parking and Traffic Regulations (D-24) ...............................................P-110
Property Inventory and Management (C-42) ........................................P-129
Reasonable Workplace Accommodations for Disabilities (E-67) ........P-138
Returned Checks (C-35)........................................................................P-142
Security Systems (D-57) NEW.............................................................P-147
Student Conduct Code (D-34.1)............................................................P-133
Student Discipline (D-34) .....................................................................P-153
Student Employment Center (F-26) ......................................................P-174
Time Clock (E-51.1N) ..........................................................................P-179
University Logo/Seal (D-38).................................................................P-181
University Web Site (D-45) ..................................................................P-182
Vendor Protests (F-35)..........................................................................P-185-1-
Stephen F. Austin State University
Minutes of the Meeting of the Board of Regents
Nacogdoches, Texas
July 19 and 20, 2010
Austin Building 307
Meeting 260
Monday, July 19, 2010
The regular meeting of the Board of Regents was called to order in open session at 8:00 a.m., Monday, July 19, 2010, in the Multimedia Room of the Baker Pattillo Student Center by Chair Melvin White.
PRESENT:
Board Members: Mr. Melvin White, Chair
Mr. Richard Boyer
Dr. Scott Coleman
Mr. James Dickerson
Ms. Valerie Ertz
Mr. Bob Garrett
Mr. Steve McCarty
Ms. Sydni Mitchell
Mr. James Thompson
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
The Finance/Audit Committee convened at 8:00 a.m. and adjourned at 2:20 p.m. The Building and Grounds Committee convened at 2:30 p.m. and adjourned at 2:55 p.m. The Academic and Student Affairs Committee convened at 2:55 p.m. and adjourned at 4:00 p.m.
The chair called for an executive session at 4:15 p.m. to consider the following items:
Consultation with attorney regarding legal advice on potential intellectual property opportunities, pending and/or contemplated litigation or settlement offers, including but not limited to Stephen F. Austin State University v. Sunbelt Pools, Inc., American -2-
Granby, and National Diversified Sales, Inc., In Re: Dr. and Mrs. J.E. Watkins Scholarship Trust and related matters, and currently pending EEOC complaints. (Texas Government Code, Section 551.071)
Consideration of Individual Personnel Matters Relating to Appointment, Employment, Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee, including but not limited to the dean of the Nelson Rusche College of Business, the dean of the James I. Perkins College of Education and currently serving deans; the director of audit services; the general counsel; the coordinator of board affairs; the vice presidents; and the president. (Texas Government Code, Section 551.074)
The executive session ended at 6:45 p.m. and the board meeting was recessed for the evening with no further action.
Tuesday, July 20, 2010
The chair reconvened the board meeting in open session at 9:00 a.m. on Tuesday, July 20, 2010.
PRESENT:
Board Members: Mr. Melvin White, Chair
Mr. Richard Boyer
Dr. Scott Coleman
Mr. James Dickerson
Ms. Valerie Ertz
Mr. Bob Garrett
Mr. Steve McCarty
Ms. Sydni Mitchell
Mr. James Thompson
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
Regent Boyer led the pledge to the flags and Regent McCarty provided the invocation.-3-
RECOGNITIONS
Dr. Baker Pattillo recognized Dr. David Sanderson for his years of service to the university as team physician for the Athletic Department. Outstanding Student Teachers were recognized by Dr. Ric Berry, who then introduced new deans, Dr. Judy Abbott and Dr. Danny Arnold. Mr. Robert Hill exhibited the recent Southland Conference awards and introduced staff members who serve behind the scenes to make athletic successes possible.
APPROVAL OF MINUTES
BOARD ORDER 10-32
Upon motion by Regent Dickerson, seconded by Regent McCarty, with all members voting aye, it was ordered that the minutes of the April 19 and 20, 2010, meetings be approved as presented with the inclusion of the two additional classes to Appendix 2: Multidisciplinary Capstone Project (SFA 499) and Introduction to Multidisciplinary Study (SFA 110).
ADMINISTRATION
BOARD ORDER 10-33
Upon motion by Regent McCarty, seconded by Regent Boyer, with all members voting aye, it was ordered that the following items be approved.
ELECTION OF PRESIDENT
A performance evaluation was conducted, and Baker Pattillo was reelected president of Stephen F. Austin State University at an annual salary of $291,720, effective September 1, 2010.
ELECTION OF GENERAL COUNSEL
A performance evaluation was conducted, and Damon Derrick was reelected interim general counsel at an annual salary of $60,000, effective September 1, 2010.
ELECTION OF DIRECTOR OF AUDIT SERVICES
A performance evaluation was conducted, and Gina Oglesbee was reelected director of Audit Services at an annual salary of $106,080, effective September 1, 2010.
ELECTION OF COORDINATOR OF BOARD AFFAIRS
A performance evaluation was conducted, and Judy Buckingham was reelected coordinator of board affairs at an annual salary of $44,064, effective September 1, 2010.-4-
PERSONNEL
BOARD ORDER 10-34
Upon motion by Regent Dickerson, seconded by Regent Ertz, with all members voting aye, it was ordered that the following personnel items be approved:
FACULTY APPOINTMENTS FOR 2010 – 2011
BUSINESS
Danny Arnold, Dean of the College of Business and Professor of Business, D.B.A. (Louisiana Tech University), at an annual salary of $180,000 for 100 percent time, effective August 1, 2010.
Kelly Gail Noe, Assistant Professor of Accounting, M.B.A. (Stephen F. Austin State University), at an academic year salary of $105,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by September 1, 2011.
EDUCATION
Judy Abbott, Dean of the College of Education and Professor of Education, Ph.D. (University of Texas), at an annual salary of $135,000 for 100 percent time, effective August 1, 2010.
Brandon Burr, Assistant Professor of Human Sciences, M.A. (Oklahoma State) at an academic year salary of $52,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by August 31, 2010.
Pamela Cheatham, Instructor of Elementary Education, M.S. (Texas A&M University) at an academic year salary of $49,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by May 31, 2016.
Robin Johnson, Instructor of Elementary Education, M.S. (Texas A&M University), at an academic year salary of $49,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by December 31, 2010.
Leah Kahn, Instructor of Elementary Education, M.Ed. (Stephen F. Austin State University), at an academic year salary of $50,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by May 31, 2016.
Vicki Seeger, Assistant Professor of Elementary Education, Ph.D. (Kansas State University), at an academic year salary of $50,000 for 100 percent time, effective September 1, 2010.-5-
Robbie Steward, Chair and Professor of Human Services, Ph.D. (University of Oklahoma) at an annual salary of $110,000 for 100 percent time, effective August 1, 2010.
FINE ARTS
Joseph Alberti, Assistant Professor of Theatre, Ph.D. (University of Texas), at an academic year salary of $44,500 for 100 percent time, effective September 1, 2010.
Nathan Nabb, Associate Professor of Music, D.M.A. (Northwestern University), at an academic year salary of $53,000 for 100 percent time, effective September 1, 2010.
Linda Post, Assistant Professor of Art, M.F.A. (Vermont College of Fine Arts), at an academic year salary of $47,500 for 100 percent time, effective September 1, 2010.
FORESTRY AND AGRICULTURE
Jeremy Stovall, Assistant Professor of Forestry M.S. (University of Vermont) at an academic year salary of $52,500 for 100 percent time effective August 1, 2010, contingent upon completion of doctorate by August 31, 2010.
LIBERAL AND APPLIED ARTS
Weixia Chen, Assistant Professor of Government, Ph.D. (University of Southern California), at an academic year salary of $50,000 for 100 percent time, effective September 1, 2010.
Steven Estrada, Visiting Assistant Professor of Psychology, M.A. (Cornell University), at an academic year salary of $43,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by August 31, 2010.
Sarah Savoy, Assistant Professor of Psychology, M.A. (Southwestern Louisiana University), at an academic year salary of $46,000 for 100 percent time, effective September 1, 2010.
Kierah Weber, Instructor/Intern of Government, M.A. (Stephen F. Austin State University), at an academic year salary of $32,000 for 100 percent time, effective September 1, 2010.-6-
STAFF APPOINTMENTS FOR 2010 – 2011
ADMISSIONS
Kenneth Felts, International Programs Coordinator, at an annual salary of $35,000 for 100 percent time, effective July 19, 2010.
ATHLETICS
John Critzer, Assistant Coach for Volleyball, at a 10.5 month salary of $25,462 for 100 percent time, effective July 19, 2010.
A‘Quonesia Franklin, Assistant Coach for Women’s Basketball, at a 10.5 month salary of $44,500 for 100 percent time, effective May 10, 2010.
Jodi Greve, Assistant Coach for Women’s Basketball, at a 10.5 month salary of $55,025 for 100 percent time, effective May 10, 2010.
Andrew Majors, Assistant Coach for Women’s Basketball, at a 10.5 month salary of $41,931 for 100 percent time, effective July 5, 2010.
Lindsey Lee Morgan, Assistant Coach for Soccer, at a 10.5 month salary of $24,720 for 100 percent time, effective July 26, 2010.
Paul Nagy, Assistant Coach for Soccer, at a 10.5 month salary of $32,009 for 100 percent time, effective May 3, 2010.
Staci Ramsey, Assistant Coach for Softball, at a 10.5 month salary of $24,000 for 100 percent time, effective July 19, 2010.
Kellen Sampson, Assistant Coach for Men’s Basketball, at a 10.5 month salary of $37,000 for 100 percent time, effective May 3, 2010.
INFORMATION TECHNOLOGY SERVICES
Kalen Smith, Programmer Analyst I, at an annual salary of $34,449 for 100 percent time, effective June 7, 2010.
INTERNATIONAL PROGRAMS
Oresta Felts, Coordinator of International Programs, at an annual salary of $36,000 for 100 percent time, effective August 2, 2010.-7-
PUBLIC AFFAIRS
Elma Gildenhuys, Publication Specialist, at an annual salary of $39,500 for 100 percent time, effective April 26, 2010.
RESIDENCE LIFE
Daniel Byars, Hall Director, at an annual salary of $28,000 for 100 percent time, effective July 19, 2010.
Kayla Knox, Hall Director, at an annual salary of $28,000 for 100 percent time, effective June 7, 2010.
Genevra Lynn, Program Coordinator, at an annual salary of $32,000 for 100 percent time, effective May 24, 2010.
Kyle McCracken, Area Coordinator, at an annual salary of $32,000 for 100 percent time, effective June 21, 2010.
Gabriela Osria, Hall Director, at an annual salary of $28,000 for 100 percent time, effective July 19, 2010.
SCIENCES AND MATHEMATICS
Sherry Anthony, Lab Coordinator in Biology, at an academic year salary of $35,000 for 100 percent time, effective September 1, 2010.
CHANGES OF STATUS FOR 2010 – 2011
ATHLETICS
Mark Nichols, from Assistant Coach for Men’s Basketball (3rd Assistant Position) at a 10.5 month salary of $33,256 for 100 percent time, to Assistant Coach for Men’s Basketball (2nd Assistant Position) at a 10.5 month salary of $48,074 for 100 percent time, effective May 3, 2010.
EDUCATION
Christy Leduff, from Teacher at an annual salary of $30,900 for 100 percent time, to Master Teacher at an annual salary of $46,732 for 100 percent time, effective June 1, 2010.
Gloria Gresham, from Assistant Professor of Education at an academic salary of $54,244 for 100 percent time, to Associate Professor of Education at an academic year salary of $54,794 for 100 percent time, effective September 1, 2010. -8-
FINANCIAL AID
Sara Wilkerson, from Financial Aid Specialist I at an annual salary of $23,175 for 100 percent time, to Financial Aid Officer at an annual salary of $33,000 for 100 percent time, effective May 17, 2010.
INFORMATION TECHNOLOGY SERVICES
Tristan Adams, from Programmer Analyst I at an annual salary of $35,005 for 100 percent time, to Programmer Analyst II at an annual salary of $42,000 for 100 percent time, effective May 7, 2010.
Timothy Lewallen, from Technical Support Specialist II at an annual salary of $34,688 for 100 percent time, to Assistant Manager of Technical Support at an annual salary of $45,000 for 100 percent time, effective April 22, 2010.
Jason Lisenby, from Manager of Technical Support at an annual salary of $50,034 for 100 percent time, to Manager of Technical Support with additional duties at an annual salary of $55,500 for 100 percent time, effective April 1, 2010.
Stephen Watson, from Systems Programmer II at an annual salary of $57,560 for 100 percent time, to Systems Manager at an annual salary of $60,000 for 100 percent time, effective April 1, 2010.
OFFICE OF RESEARCH AND SPONSORED PROGRAMS
Christine Hennessey, from Librarian II at an annual salary of $45,750 for 100 percent time, to Research Development Specialist at an annual salary of $49,500 for 100 percent time, effective June 21, 2010.
LIBERAL AND APPLIED ARTS
Kimberly Squyres, from Graduate Teaching Assistant in Communication and Contemporary Culture at a semester salary of $4,613 for 50 percent time, to Visiting Lecturer in Communication and Contemporary Culture at an academic year salary of $36,000 for 100 percent time, effective September 1, 2010.
REGISTRAR
Lynda Langham, from Interim Register at an annual salary of $48,255 for 100 percent time, to Registrar at an annual salary of $71,757 for 100 percent time, effective May 17, 2010.
STUDENT AFFAIRS
Kenneth Norris, from Assistant Director of Facility and Member Services at an annual salary of $40,016 for 100 percent time, to Interim Director of Campus -9-
Recreation at an annual salary of $47,216 for 100 percent time, effective June 5, 2010.
RETIREMENTS
Patty Ellison, Associate Professor of Nursing, effective March 31, 2010
Sharron Graves, Assistant Professor of Accounting, effective July 31, 2010
Janie Kenner, Professor of Human Sciences, effective May 30, 2010
Patrick Thurman, Administrator Database III, Information Technology Services, effective August 31, 2010.
BOARD ORDER 10-35
Upon motion by Regent Boyer, seconded by Regent McCarty, with all members voting aye, it was ordered that the following personnel item be approved:
HOLIDAY SCHEDULE FOR 2010-2011
WHEREAS, the board considered the following:
Twelve holidays are allowed by the state for 2010-2011. The following schedule of 16 days would allow the campus buildings to be shut down for ten days during the Christmas break and nine days during Spring Break, which will result in significant energy savings. Employees would be required to take vacation or comp time on December 30 and 31 and March 17 and 18.
September 6 Monday Labor Day
November 25 Thursday Thanksgiving Day
November 26 Friday Day after Thanksgiving
December 24 Friday Christmas Eve
December 27 Monday Substitute Veteran’s Day
December 28 Tuesday Substitute Confederate Heroes’ Day
December 29 Wednesday Substitute MLK Day
December 30 Thursday Employees take vacation or comp time
December 31 Friday Employees take vacation or comp time
March 14 Monday Spring Break - Substitute President’s Day
March 15 Tuesday Spring Break - Substitute Texas Independence Day
March 16 Wednesday Spring Break - Substitute San Jacinto Day
March 17 Thursday Spring Break - Employees take vacation/comp time
March 18 Friday Spring Break - Employees take vacation/comp time
May 30 Monday Memorial Day
July 4 Monday Independence Day
THEREFORE, it was ordered that the Holiday Schedule for 2010-2011 be approved as presented.-10-
ACADEMIC AND STUDENT AFFAIRS
BOARD ORDER 10-36
Upon motion by Regent Dickerson, seconded by Regent Garrett, with all members voting aye, the following academic and student affairs items were approved:
SMALL CLASSES FOR MAYMESTER AND SUMMER I 2010
WHEREAS, the following was considered by the board members: Texas Higher Education Coordinating Board rules require that all regular organized undergraduate classes with fewer than ten students enrolled and regular graduate classes with fewer than five students enrolled be approved by the Board of Regents. Under policies established by the board, such classes can only be taught for specific reasons, such as the course being needed for students to meet graduation requirements, etc. Courses for Maymester and Summer I 2010 are listed in Appendix 1.
THEREFORE, it was ordered that the Maymester and Summer I 2010 small class list in Appendix 1 be approved.
COURSE TYPE CHANGES
WHEREAS, the following was considered by the board members: A number of courses are listed incorrectly as to activity type and require changes, in order to be in compliance with state guidelines. After approval by the Board of Regents, changes are submitted to the Texas Higher Education Coordinating Board.
THEREFORE, it was ordered that the following undergraduate course activity type changes be approved.
College
Department
Course #
Old Activity Type
New Activity Type
FOR
Agriculture
ANS 131L
PRA
LAB
FOR
Agriculture
ANS 342L
PRA
LAB
FOR
Agriculture
PLS 237L
PRA
LAB
FOR
Agriculture
PLS 437L
PRA
LAB
FOR
Agriculture
PLS 537L
PRA
LAB
FOR
Forestry
ENV 503L
PRA
LAB
FOR
Forestry
ENV 512L
PRA
LAB
FOR
Forestry
ENV 514L
PRA
LAB
FOR
Forestry
ENV 515L
PRA
LAB
FOR
Forestry
FOR 486L
PRA
LAB
FOR
Forestry
FOR 509L
PRA
LAB
FOR
Forestry
FOR 551L
PRA
LAB
FOR
Forestry
GIS 425L
PRA
LAB
EDU
Human Sciences
HMS 137L
PRA
LAB
EDU
Human Sciences
HMS 139L
PRA
LAB
EDU
Human Sciences
HMS 206 L
PRA
LAB
EDU
Human Sciences
HMS 208L
PRA
LAB
EDU
Human Sciences
HMS 241L
PRA
LAB
EDU
Human Sciences
HMS 412 L
PRA
LAB -11-
INTERCOLLEGIATE ATHLETIC POLICIES AND PROCEDURES MANUAL REVISIONS
WHEREAS, the following was considered by the board members: In accordance with NCAA requirements the university adopted an Intercollegiate Athletic Policies and Procedures Manual in 1994. This policy manual is annually reviewed and approved by the board in its July meeting. Minor policy and/or procedure changes have occurred since the July 2009 revision and are included in Appendix 2.
THEREFORE, it was ordered that the revisions to the Athletic Policies and Procedures Manual be approved as presented in Appendix 2.
DESIGNATION OF ADMINISTRATOR FOR IMPLEMENTATION OF TEXAS EDUCATION CODE SEC. 51.974, AS AMENDED (EXECUTIVE SESSION ITEM)
WHEREAS, the following was considered by the board members: In House Bill 2504, the 81st Texas Legislature amended Section 51.974 of the Texas Education Code to provide that certain information, including course syllabus, curriculum vitae for each instructor, and departmental budget if available, be included on the university’s Web site. Such information must be accessible from the university’s Web site home page by not more than three clicks, searchable by keywords and phrases, and available without requiring registration or other user identification. The information is to be available on the Web page no later than the seventh day after the first day of classes of the semester or term which the course is offered. Amended Section 51.974 requires the governing body of the institution to designate an administrator to be responsible for ensuring implementation of these requirements.
THEREFORE, it was ordered that Dr. Richard Berry, provost and vice president for academic affairs, be designated as the administrator responsible for ensuring implementation of Texas Education Code Sec. 51.974, as amended.
BUILDING AND GROUNDS
BOARD ORDER 10-37
Upon motion by Regent McCarty, seconded by Regent Dickerson, with all members voting aye, it was ordered that the following item be approved:
UTILITY EASEMENT FOR ONCOR ELECTRIC DELIVERY COMPANY
WHEREAS, the following was considered by the board members: Oncor Electric Delivery Company LLC has requested an expansion of the easement on university property that extends from the Pine Crest Subdivision to East Starr Avenue along Appleby Sand Road. Oncor plans to make improvements to the utility lines in the existing easement space and would like an additional five feet of space to manage forest encroachment. University representatives analyzed the site and determined the easement expansion should cause minimal impact to the current use of our property and facilities.-12-
THEREFORE, it was ordered that an easement be granted as requested by Oncor Electric Delivery Company LLC along Appleby Sand Road as described in the survey and field notes prepared by Lacy Surveying Inc. dated April 27, 2010. The president was authorized to sign the Easement and Right of Way and other associated documents as negotiated between SFA and Oncor to effectuate the granting of the easement.
BOARD ORDER 10-38
Upon motion by Regent McCarty, seconded by Regent Thompson, with all members voting aye, it was ordered that the following item be approved:
APPROVAL OF THE FISCAL YEAR 2010-11 CAPITAL INFRASTRUCTURE PLAN
WHEREAS, the following was considered by the board members: The university has a long term campus infrastructure plan that addresses capital renewal, deferred maintenance and renovation projects. The 2010-11 capital plan addresses the university’s current infrastructure needs. The 2010-11 capital infrastructure plan includes academic, student life, building and life safety initiatives.
THEREFORE, it was ordered that the $3,027,286 fiscal year 2010-11 capital infrastructure plan be approved. The plan is detailed in Appendix 3 and includes new construction, campus improvement, deferred maintenance, and renovation. Each project in Appendix 3 was funded at a level not to exceed the item cost, the source of funds used as described and the president was authorized to sign associated purchase orders.
FINANCIAL AFFAIRS
BOARD ORDER 10-39
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following item be approved:
SELECTION OF AN INVESTMENT MANAGEMENT FIRM
WHEREAS, the following was considered by the board members: Pursuant to Chapter 2256 of the Texas Government Code, known as the Texas Public Funds Investment Act, the governing body of an investing entity may contract with an investment management firm to provide for the investment and management of its public funds or other funds under its control. A contract may not be for a term longer than two years. A renewal or extension of the contract must be made by the governing body of the investing entity by order, ordinance, or resolution. The current investment management contract ends on August 31, 2010.
Stephen F. Austin State University, the SFA Foundation, and the Alumni Foundation issued a joint request for proposals (RFP) for external investment fund management. The proposals were analyzed and three finalists were selected to appear before the finance committee of the Board of Regents and members of the SFA Foundation and Alumni Foundation. The joint meeting produced a unanimous selection of The LMT Wealth -13-
Management Group of Merrill Lynch as the firm best qualified to serve as the investment management firm for all three entities.
THEREFORE, it was ordered that The LMT Wealth Management Group of Merrill Lynch be selected as external investment management firm for the university. The president was authorized to sign the contract with the investment management firm.
BOARD ORDER 10-40
Upon motion by Regent Garrett, seconded by Regent McCarty, with all members voting aye, it was ordered that the following items be approved:
ATHLETIC PROGRAMS INSURANCE
WHEREAS, the following was considered by the board members: The NCAA provides catastrophic coverage for athletic injuries that exceed $75,000. SFA has a self-insured retention plan for athletic medical excess insurance to cover injuries not addressed by the NCAA. The university is currently utilizing agent services of Bob McCloskey for athletic insurance with UTICA Mutual as the underwriter. The existing policy expires on July 31, 2010. Current policy expenditures are $36,742 for coverage to date with the self-insured retention plan set at $176,000. The university solicited proposals for a new policy. The State Office of Risk Management must approve the contract.
THEREFORE, it was ordered that the university continue athletic insurance coverage for fiscal year 2010-11 that provides the best value to the university. Approval was given to obtain athletic insurance coverage for the 2010-11 athletic seasons. The president was authorized to sign the contract. Auxiliary funds will be used to purchase the insurance coverage.
GENERAL LIABILITY INSURANCE
WHEREAS, the following was considered by the board members: The university is currently utilizing agent services of Wells Fargo for general liability insurance with United Educators as the underwriter. Current policy expenditures are $114,306.00 for coverage through September 1, 2010. The current coverage expires on August 31, 2010. A bid proposal has been issued for 2010-11 general liability insurance coverage. The State Office of Risk Management (SORM) must approve any negotiated insurance contract.
THEREFORE, it was ordered that the university continue its coverage and enter into a best value general liability insurance contract. The president was authorized to sign the contract. -14-
PURCHASE OF ELECTRIC UTILITIES FROM DEEP EAST TEXAS ELECTRIC CO-OP FOR FY 2010-11
WHEREAS, the following was considered by the board members: The university utilizes regulated electricity from the Deep East Texas Electric Co-Op to serve the Todd Agricultural Research Center and the Temple-Eastex Forestry Laboratory. Fiscal year 2008-09 total expenditures were $69,214 and fiscal year 2009-10 expenditures as of May 31, 2010 were $59,205.
THEREFORE, it was ordered that the university purchase electricity from the Deep East Texas Electric Co-Op to serve the Todd Agricultural Research Center and the Temple-Eastex Forestry Laboratory for fiscal year 2010-11. The president was authorized to sign the purchase order.
PURCHASE OF WATER, SANITARY SEWER AND LANDFILL SERVICES FOR FY 2010-11
WHEREAS, the following was considered by the board members: The university utilizes water, sanitary sewer and landfill services provided by the city of Nacogdoches. Fiscal year 2008-09 expenditures were $1,417,000 and fiscal year 2009-10 expenditures as of May 31, 2010 were $1,075,046.
THEREFORE, it was ordered that the university purchase water, sanitary sewer and landfill services from the city of Nacogdoches for fiscal year 2010-11. The president was authorized to sign the purchase order.
INSTALLMENT FEE FOR TUITION, FEES, ROOM AND BOARD PAYMENT PLANS
WHEREAS, the following was considered by the board members: Stephen F. Austin State University offers installment plans in accordance with Texas Education Code 54.007. The university currently assesses a fee depending on the types of charges being paid in installments. The same fee rates have been in effect for more than fifteen years:
$15 - tuition and fees only
$25 - tuition, fees, room and board
In conjunction with the fall 2010 Banner student system installation, SFA is implementing the TouchNet installment plan as part of the TouchNet payment gateway. The TouchNet software only allows a single rate for installment fee charges.
THEREFORE, it was ordered that the installment fee be changed to a flat $25 per semester or term, effective with the fall 2010 semester. -15-
XEROX COPIER LEASES FOR SFA PRINTING SERVICES
WHEREAS, the following was considered by the board members: Printing Services digital copy area currently depends upon three high volume Xerox production units which are 5 to 10 years old at a monthly cost of $6,460.49. Xerox has agreed to replace all three units with three newer units available on state contracts that will have a total monthly cost of $6,874.59. The savings on monthly overage costs and employee work hours will more than compensate for this difference. Printing Services income will pay all costs associated with these leases.
THEREFORE, it was ordered that the university terminate two existing copier leases with Xerox, trade-in a 10-year old Xerox unit, and replace them with three new copier lease agreements for two 4112 units and a color 700 unit with Xerox Free Flow print servers at a cost not to exceed $412,475.40 over the five-year term of the leases. The president was authorized to sign contracts and purchase orders. The source of funding will be designated funds.
BOARD ORDER 10-41
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following item be approved:
APPROVAL OF THE FRESHMAN RESIDENCE HALL AND PARKING GARAGE BUDGET
WHEREAS, the following was considered by the board members: At the July 21, 2009 meeting, the SFA Board of Regents authorized the university to seek approvals from the Texas Higher Education Coordinating Board, Texas Public Finance Authority, and Bond Review Board to issue revenue financing bonds of $35,000,000 to construct a freshman residence hall and parking garage. On March 29, 2010, the university issued the bonds.
THEREFORE, it was ordered that the Freshman Residence Hall and Parking Garage budget be approved at a level not to exceed $37,000,000. The president was authorized to sign associated purchase orders. The fund sources will be revenue bond proceeds and auxiliary fund balance.
BOARD ORDER 10-42
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following item be approved:
GRANT AWARDS FOR FY10 AWARDED BETWEEN APRIL 1, 2010 AND JUNE 24, 2010
WHEREAS, the following was considered by the board members: Since the fiscal year 2009-10 budget was approved, the university has received grant awards that total $24,203,062. Those include multi-year awards and represent a total increase of $12,277,273 since the last report. Total grant awards allocable to fiscal year 2010 are -16-
$13,219,787. That total represents an increase of $3,583,138 since the last report. The grant awards result from extensive faculty research and service engagement across many academic disciplines. The grants include direct federal, federal pass through, state and private awards.
THEREFORE, it was ordered that the additional fiscal year 2010 grant awards that total $3,583,138 be approved and ratified. The grant awards are detailed in Appendix 4.
BOARD ORDER 10-43
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following item be approved:
ADOPTION OF THE FISCAL YEAR 2010-11 INSTITUTIONAL BUDGET
WHEREAS, the following was considered by the board members: In accordance with Article III of the Appropriation Bill for the 2010-11 biennium, the recommended institutional budget totaling $ 214,300,789 for the 20010-11 fiscal year is submitted for approval. The 2010-11 proposed budget includes state funding reductions, a 3.95% increase in tuition and fees and room and board increases. The proposed budget includes faculty and staff salary equity adjustments, an increase for faculty promotions, and staff reclassifications. A detailed Higher Education Fund allocation is included in Appendix 5.
THEREFORE, it was ordered that the fiscal year 2010-2011 institutional budget of $214,300,789 be approved as presented.
BOARD ORDER 10-44
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following items be approved:
ADOPTION OF THE FISCAL YEAR 2010-11 CAPITAL INFRASTRUCTURE BUDGET
WHEREAS, the following was considered by the board members: The university has developed a comprehensive institutional capital infrastructure plan for fiscal year 2010-11. The 2010-11 capital infrastructure plan includes academic, student life, building and life safety initiatives
THEREFORE, it was ordered that the fiscal year 2010-11 capital infrastructure budget of $3,027,286 be approved as presented in Appendix 3. Sources of funding are detailed in specific action items.
ADOPTION OF THE FISCAL YEAR 2010-11 CAPITAL OPERATING PLAN BUDGET
WHEREAS, the following was considered by the board members: The capital plan includes capital operating needs as well as infrastructure needs. The 2010-11 capital operating -17-
plan addresses the university’s current major capital operating needs. The plan includes information technology, vehicle and life safety initiatives.
THEREFORE, it was ordered that the $1,816,000 fiscal year 2010-11 capital operating plan be approved. The plan is detailed in Appendix 3. Each project in Appendix 3 was funded at a level not to exceed the item cost, the source of funds used as described and the president was authorized to sign associated purchase orders.
UNIVERSITY POLICIES AND PROCEDURES
BOARD ORDER 10-45
Upon motion by Regent Dickerson, seconded by Regent McCarty, with all members voting aye, it was ordered that the policy revisions as presented in Appendix 6 be adopted.
REPORTS
President Pattillo reported on the following:
Significant dates
Texas Public Finance Authority
Legislative Budget Board Request for 2012-2013
Gina Oglesbee reported on the following:
Public Funds Investment Act Compliance Audit
SACS Financial Review
Facilities Audit
Risk Assessment
Quality Assurance Review
Update on Annual Audit Plan
Dr. Ken Collier reported from the Faculty Senate:
Senate Goals/Initiatives for 2010-2011
Improving the Campus Culture
Enhancing the Faculty Community
Building Campus Communication
Expanding Work with University Committees
Coping with Budget Cuts
Andy Teel reported from the Student Government Association:
Introduction of Vice President and Speaker of Senate
Archie McDonald Speaker Series
Fan Bus and Service Project
2010 Watermelon Bash
The meeting was adjourned at 10:40 a.m.Texas Higher Education Coordinating Board Rules Currently in Effect (9-2006)
Chapter 5. Rules Applying to Public Universities and/or Health-Related Institutions of Higher Education in Texas Subchapter B. Role and Mission, Tables of Programs, Course Inventory
§5.23 Definitions
§5.23.5 Organized classes--Classes whose primary mode of instruction is lecture, laboratory, or seminar.
§5.23.8 Small classes--Undergraduate level classes with less than 10 registrations, and graduate level classes with less
than five registrations.
§5.26 Offering of Small Classes by Public Universities
In accordance with Texas Education Code, §51.403(d}, public universities may offer organized small classes which:
§51.403(d.l) have been approved by the governing board of the university;
§51.403(d.2) is a required course for graduation (the course is not offered each semester or term, and, if canceled, may
affect the date of graduation of those enrolled);
§51.403(d.3) is a required course for majors in this field and should be completed this semester (or term) to keep proper
sequence in courses;
§51.403(d.4) is a course in a newly established degree program, concentration, or support area;
§51.403(d.5} is part of an interdepartmental (cross-listed) course taught as a single class by the same faculty at the
same station, provided that the combined enrollments do not constitute a small class;
§51.403(d.6) is a first-time offering of the course;
§51.403(d.7} is class size-limited by accreditation or state licensing standards;
§51.403(d.8) is class size-limited by availability of laboratory or clinical facilities; or
§51.403(d.9} is voluntarily offered by a faculty member in excess of the institutional teaching load requirement and for
which the faculty member receives no additional compensation.
Source Note: The provisions of this §5.26 adopted to be effective May 28, 2003, 28 TexReg 4124
Appendix 1
SMALL CLASSES
Summer I 2010
Section ID
Title
Number Enrolled
Credit Hour Value
Total Credit Hours
Texas Education Code Offering Compliance
ELE 304 001
TECHNOLOGY IN TEACHING
9
3
27
§51.403 (d.3)
HMS 409 201
APPLIED NUTRITION
2
3
6
§51.403 (d.1)
SED 370 002
INTRODUCTION TO PEDAGOGY
8
3
24
§51.403 (d.3)
MTC 561 588
ADVANCED ANALYSIS
4
2
8
§51.403 (d.3)
MHL 350 501
MUS FOR CHILD I
8
3
24
§51.403 (d.3)
THR 471 001
IRISH THR & DRAMA
9
3
27
§51.403 (d.2)
THR 471 002
IRISH THR & CULTURE
9
3
27
§51.403 (d.2)
MCM 409 001
BROADCAST SALES
6
3
18
§51.403 (d.3)
PSC 397 001
STUDY ABROAD-CHINA
1
3
3
§51.403 (d.6)
HIS 313 001
HISTORY OF CHINA
2
3
6
§51.403 (d.6)
HIS 318 001
ANCIENT WORLD
9
3
27
§51.403 (d.2)
PSY 375 001
ABNORMAL PSYCH
6
3
18
§51.403 (d.2)
BIO 353 001
ECONOMIC ENTOMOLOGY
7
4
28
§51.403 (d.2)
PHY 101 001
GEN PHYSICS I
8
3
24
§51.403 (d.2)
PHY 101L020
GEN PHYS I LAB
8
1
8
§51.403 (d.2)
Small Class Hours
275
Total Summer 1 Hours
22,062
Percentage
1.25%
Date: ___________________________ Approval: _______________________________________
Course Information
Appendix 1
Intercollegiate Athletic Policies and Procedures Manual
Proposed Revisions July, 2010
POLICY NAME
POLICY #
ACTION/CHANGE
FAR Job Description
302Q
New job description
Academic Services Assistant
302R
New job description
Videographer Job Description
302S
New job description
Budget Control Statement
401D
Deleted policy, no longer used because of Banner
Purchasing Procedures
404
Major rewrite
Goods & Services
405A
Major rewrite
Travel & Entertainment
405C
Minor wording change
Telephones
407
Updated cellular policy and NCAA record request
Complimentary Tickets
408C
Major rewrite
Business Contracts
410
Remove AAD from contracts
SA Conduct & Ethics
501
Added social networking policy
SA Recruitment
502A
Minor changes to meet NCAA requirements
SA Eligibility
502C
Minor changes to meet NCAA requirements
SA Financial Aid
502D
Minor changes to meet NCAA requirements
SA Non-recruited
502E
Minor change
SA Academic Policy
503A
Minor change
Summer School Policy
503B
Minor wording change
Text Books
503C
Minor revision
SA Food Service
504B
Minor change
SA Awards
505
Minor change
SA Medical Policy
506A
Added concussion management policy & minor changes
SA Employment
507A
Major rewrite
Staff Hiring
508B
Major rewrite
Individual Travel
601A
Minor changes to include Banner system
Travel Team
601B
Minor rewrite to meet SFA travel policy
Prospective SA Travel
601C
Minor changes
Facility Usage
604A
Major rewrite
Music & Entertainment
605C
Minor changes, solicitation change for Lalley
Events Staging
605D
Minor changes, added additional sport duties
Post Season Competition
605E
Minor change
Media Coverage
606A
Minor change
Publicity Material
606C
Minor change
Media Event Coverage
606D
Minor change
Appendix 2
1
302Q:1
JOB DESCRIPTION
FACULTY ATHLETIC REPRESENTATIVE
Reports To: President
Positions Directly Supervised: None
Basic Function
The Faculty Athletics Representative (FAR) is involved in the assurance of the academic integrity of the athletics program and in the maintenance of the welfare of the student-athlete. Serves as the senior faculty advisor on intercollegiate athletics to the President.
Duties and Responsibilities
1. Chairs the Intercollegiate Athletic Council.
2. Meets monthly with the President to provide advice that reflects the traditional values of the faculty as they pertain to the academic integrity of the athletics program.
3. Meets regularly with the Director of Athletics to discuss all aspects of the athletics program.
4. Meets regularly with the Associate Athletic Director for Compliance & Student Services and the Assistant Athletic Director for Student Services to review academic issues.
5. Reviews the operation of the academic support staff to determine the academic well being of the student-athletes.
6. Reviews the mid term and final grades of all student-athletes, and with the AADSS, counsels the academic at-risk students if requested.
7. Ensures those academic services such as tutorials, study halls, academic advising and other services are available to student-athletes.
8. Represents the University as a faculty delegate to Southland Conference meetings and any special meetings of the NCAA.
9. Meets as needed with the Senior Woman Administrator to discuss any special concerns related to women’s athletics.
10. Monitors Title IX and Gender Equity issues.
11. Exercises meaningful oversight of those aspects of the athletics program that interact with other offices and departments on the campus (e.g., admissions, registrar, financial aid).
Appendix 2
2
302Q:2
12. Monitors the effectiveness of the compliance practices of the Athletics Department.
13. Active in rule-education efforts and aware of all NCAA and Southland Conference rules violations that are detected and reported.
14. Monitors the process and procedure utilized in certifying student-athletes as eligible for practice and competition.
SFA
7/2010
Appendix 2
3
302R:1
JOB DESCRIPTION
Athletic Academic Services Assistant
Reports To: Assistant Athletic Director for Student Services
Positions Directly Supervised: None
Basic Function
Responsible for providing comprehensive academic advising and support services programs to assigned student-athletes. Responsible for coordinating and monitoring student-athlete’s degree progress and NCAA academic eligibility; assigning and verifying study hall hours and coordinating tutorial sessions; conducts proactive mentoring with identified at-risk student-athletes; and assists with recruitment of prospective student-athletes.
Duties and Responsibilities
1. Oversees the academic progress of assigned student-athletes by monitoring continuing eligibility and degree progression using NCAA, SLC and University guidelines.
2. Monitors, tracks, and projects academic eligibility, grade point average, academic performance rating, admissions status, etc. Report findings and analysis to appropriate Head Coach as needed.
3. Advises, mentors and counsels assigned student-athletes in academic curricula, graduation requirements, and University policies and procedures.
4. Identifies and works closely with at-risk student-athletes to ensure continued eligibility and academic success.
5. Provides registration advising and services in accordance with University, conference and NCAA regulations.
6. Assists in the design and implementation of comprehensive academic advising and support services for student-athletes.
7. Liaisons with faculty and advisors regarding academic progress/deficiencies, class time missed due to team travel, and other circumstances regarding class attendance or special needs.
8. Serves as liaison to campus academic support services.
9. Assists with coordination of tutorial program and study hall. May supervise tutors during study sessions.
10. Disseminates academic status information, deadlines, and related materials to student-athletes.
11. Compiles, maintains, and analyzes accurate and complete academic records and reports for student-athletes.
Appendix 2
4
302R:2
12. Assists with recruiting by meeting with recruits and presenting academic services presentations.
13. Assists student-athletes with admissions and registration processes.
14. Assists with new student-athlete orientation.
15. Contributes to team effort by regularly keeping coaching staff abreast of team academic issues.
16. Generates required statistical reports to fulfill University and outside agency requirements.
17. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the Southland (SLC).
18. Compliance matters will also be included in your annual Performance Management Review.
19. Performs other duties as assigned by the Athletic Director.
SFA
7/2010
Appendix 2
5
302S:1
JOB DESCRIPTION
VIDEOGRAPHER
Reports To: Assistant Athletic Director for External Affairs
Positions Directly Supervised: Student Assistants
Casual Workers
Basic Function
This is a professional position responsible for overseeing the external video services for the Department of Intercollegiate Athletics. Responsible for the operation and content of video boards at Homer Bryce Stadium and the William R. Johnson Coliseum; producing a weekly television show for the department and producing recruiting videos, promotional videos, etc; and hiring, supervising and scheduling production crews. Works under general supervision, with moderate latitude for the use of initiative and independent judgment..
Duties and Responsibilities
1. Designs, composes and directs creative audiovisual productions, including planning for use of talent, visualization of script and use of graphics.
2. Oversees all external video services, including production, writing, taping, editing and website streaming for the Department of Intercollegiate Athletics.
3. Supervises student, contract video and professional crews, including the recruiting, scheduling and hiring of crews for live productions.
4. Provides technical direction during live events, including website streaming if necessary.
5. Produces a weekly television show for department, including shooting video of practices, games and other activities; editing features; studio set-up; and direction.
6. Produces departmental recruiting videos, highlight films, promotional videos, videos for special events and the department’s website.
7. Sets up and operates equipment such as cameras, lights and microphones to film and record productions, and edits for production using computer-assisted and other special effect audiovisual equipment.
8. Assesses needs of the department and meets those needs within the department’s time schedule and budget.
9. Assesses equipment capabilities and user needs to recommend the purchase of new equipment or the modification of existing hardware.
10. Supports production and trafficking of advertising content for athletics event video boards. Appendix 2
6
302S:2
11. Designs graphics and animation.
12. Abides by all rules of the National Collegiate Athletics Association (NCAA) and the Southland Conference (SLC).
13. Compliance matters will also be included in the annual Performance Management Review.
14. Performs other duties and assists with special projects as assigned.
SFA
7/2010
Appendix 2
7
404:1
PURCHASING PROCEDURES
The Stephen F. Austin State University’s Purchasing and InventoryProcurement and Property Services Department has been charged by the Board of Regents with the responsibility for securing competitive bids to obtain maximum value from University expenditures, maintaining liaison with vendors, coordinating the procurement of goods and services for the University and developing the most cost effective supplier sources for equipment, services and materials for the University.
It is the policy of the Department of Intercollegiate Athletics that all Departmental purchase transactions are conducted by the Assistant Athletic Director for Business Affairs. It is the responsibility of the Assistant Athletic Director for Business Affairs to ensure that proper purchasing procedures are followed.
Purchase Requests
All requests for the purchase of goods and service must be made by the Assistant Athletic Director for Business Affairs. Requests for goods and services from internal service units, as well as outside vendors are made electronically through the University Ffinancial Records Ssystem (Banner). The Assistant Athletic Director for Business Affairs completes the form and electronically transmits the document to the Purchasing and InventoryProcurement and Property Services Department.
A staff member requesting an item for purchase must provide the Assistant Athletic Director for Business Affairs with a specific description of the required item, a vendor name, if appropriate, and thean estimated unit cost of each item requested.
Employees of the University are cautioned, under no circumstances to accept payments or gifts from vendors. (See Policy 508A, Departmental Staff: Conduct and Ethics in this Manual for additional business ethics directives.
• Interdepartmental Transfer (IDT)
The Department may charge purchase of goods and services from other departments within the University by an Interdepartmental Transfer (IDT). Interdepartmental transfers are initiated by the Department through several channels, as appropriate. The Department strictly adheres to the normal purchasing process except for goods or services acquired through the use of an IDT.
Interdepartmental transfers are not to be used to transfer capital equipment from one Department to another. Such transfers are handled by property management personnel within the Purchasing and InventoryProcurement and Property Services Department.
Purchases over $5,000
Requests for items costing more than $5,000 but less than $25,000 require a minimum of three (3) informal solicitations, minimum 50% HUBs included in solicitation including one woman-owned and one minority-owned business, unless purchased through an existing University, State or Cooperative contract.
Appendix 2
8
404:2
Procurement Card
Departmental staff members, with oversight provided by the Assistant Athletic Director for Business Affairs, may order supplies and small items in amounts not exceeding $2000 using a University Procurement Card (Pro-Card). The only person authorized to use the Pro-Card is the cardholder whose name appears on the card. The cardholder may not allow someone else to use their card unless the cardholder and account manager have completed a Pro-Card Use form and it is on file with the Program Coordinator in the Purchasing Procurement Office.
The Assistant Athletic Director for Business Affairs with approval from the Director of Athletics will determine those staff members who can be issued Procurement Cards. All staff members will be required to attend training and sign a Cardholder Agreement before being issued a card. Refresher training/testing is required every 2 years.
The Transaction Detail entries are required and provide an audit trail for expenditures made with the Pro-Card. Each individual purchase must be detailed in the Oracle ProCard SystemBanner. See the Procurement Card ProgramP-Card Detailing Banner Guide for detailed instructions on completing the Transaction Detail entries. Transaction Detail entries are completed on-line through the Oracle system accessed through MySFAUniversity financial system (Banner).
Upon receipt of the monthly statement from the credit card vendor, the cardholder shall reconcile the statement with the Transaction Detail Summary and forward the reconciled statement, Transaction Detail Summary and all supporting documentation to the Account Manager or his/her designee for review and signature. The Account Manager is responsible to verify that all purchases are appropriate expenditures and should take necessary disciplinary action with employees making inappropriate expenditures.
The documentation identified in the Pro-Card Program Guide must be kept for three (3) years plus the current fiscal year to comply with the University's Records Retention Schedule. These are the official University records. The records for procurement card purchases will be required for periodic audits by the PurchasingProcurement Office or when SFASU is audited by the Texas Building and Procurement CommissionProcurement and Support Services, the State Auditor or Internal Audit Services.
Food and Beverage Purchase
With the exception of food supplies purchased for travel, funds which may be expended for food and/or beverage are only to be taken from Auxiliary, Designated or Restricted Accounts. To be allowable, the expenditure of such funds must serve a legitimate public purpose or further the educational mission of the Department. The FRSBanner form must indicate the time and place of the function, must identify the direct beneficiaries of the function, and must be approved by the Director of Athletics. The purchase of alcoholic beverages must be approved in advance by the Vice President for University Affairs.
The following statement must be typed on the FRS formis included in the Banner form when the food commodity is selected:
“I hereby certify under penalty of law that the expenditure of funds for the purchase of food and beverage is necessary for the completion of the functions of this department, qualifies as a legitimate public purpose, or that the educational function of this University is well served thereby.”
Appendix 2
9
State funds and funds under the control of the Department of Intercollegiate Athletics may not be used to purchase alcoholic beverages.
SFA
7/2006
7/2010 Appendix 2
10
405A:1
DISBURSEMENTS: GOODS AND SERVICES
The disbursement of funds for goods and services procured by the Department of Intercollegiate Athletics must be approved and processed by the Assistant Athletic Director for Business Affairs according to established University policies and procedures. The Accounts Payable Department in the University’s BusinessController’s Office monitors all disbursements to ensure that transactions involving University funds are approved, documented and disbursed for payment in compliance with State purchasingpayment rules.
Payment Procedure
Provided established purchasing procedures are followed (see Policy 404, Purchasing Procedures), the disbursement of University funds for goods and services is easily accomplished by the Assistant Athletic Director for Business Affairs who coordinates payment operations with the Accounts Payable Department.
Upon receiving the goods or services requisitioned, the receiver verifies on the accompanying packing slip/invoice that goods or services have been received. The forms are then forwarded to the Assistant Athletic Director for Business Affairs. The Assistant Athletic Director for Business Affairs is responsible for enteringsubmitting receiving information into the FRS systemProcurement Office for entry into Banner. All appropriate documents are forwarded to the Accounts Payable Department.
Interdepartmental Orders
When ordering goods and/or services from a SFA service unit, the Department sends a completed Interdepartmental Transfer (IDT) form directly to the appropriate service unit (see Policy 404, Purchasing Procedures, for additionally information). Charge tickets are prepared by the service unit providing the goods or service. A copy of the charge ticket is provided at the time of delivery and should be forwarded to the Assistant Athletic Director for Business Affairs for posting to the appropriate cost center.
Delivery of Goods
Purchased items may be delivered to the Fieldhouse lobby or to Central Receiving, as appropriate. Items delivered to the Fieldhouse are verified by the Assistant Athletic Director for Business Affairs prior to being delivered to the requestor. Items received in Central Receiving are checked for delivery only and then forwarded to the Department for verification.
In order to facilitate the accounts payable process, the Assistant Athletic Director for Business Affairs completes the receiving portion of the Purchase and Requisition Form on the University’s computer systemsubmits receiving information to the Procurement Office in a timely fashion. Timeliness is of utmost importance, as delayed payments for goods and services can result in loss of cash discounts or poor credit ratings for the University. The reporting of partial deliveries may be delayed a couple of days to allow time for all items included in a shipment to be delivered to the Department.
Any problems with a shipment (e.g., damaged goods, overages/shortages, back orders, etc.) are noted by the Assistant Athletic Director for Business Affairs and reported to the Purchasing Procurement
405A:2 Appendix 2
11
and Inventory Property Services Department. The Assistant Athletic Director for Business Affairs, working with the Purchasing and InventoryProcurement and Property Services Department and in some cases the vendor(s), handles all such problems on behalf of the Departmental.
SFA
7/2006
7/2010
Appendix 2
12
405C:1
DISBURSEMENTS: TRAVEL AND ENTERTAINMENT EXPENSES
The University Business Office handles disbursements for travel and entertainment expenses according to Departmental and University policies and procedures and within the prescribed budget for each cost center. The Assistant Athletic Director for Business Affairs coordinates travel authorizations and travel advances for the Department.
All travel and entertainment expenses incurred by staff members or teams on official Departmental business must be within the applicable budget allocations and have the prior approval of the Assistant Athletic Director for Business Affairs or the Director of Athletics. Employees are reminded to apply a conservative approach when incurring travel or entertainment expenses, so as to ensure the approval of all submitted expenses. Expenses incurred without proper approval are the personal obligation of the responsible person(s).
Categories of travel approved by the Department for reimbursement are:
1. Individual Staff Travel (e.g., Recruiting, Conference meetings, professional meetings, fund raising, etc.);
2. Team Travel; and
3. Prospective Student-Athlete Travel.
4. Prospective Employee Travel
(For specifics regarding travel arrangements and allowances, see Policies 601A, Travel: Individual; 601B, Travel: Teams; and 601C, Travel: Prospective Student-Athletes, in this Manual.)
• Business Entertainment
The reimbursement or payment of business meals and entertainment expenses is a privilege extended by the Department for the enhancement of legitimate business purposes. Departmental staff members are expected to ensure that the privilege is not abused and that only legitimate purposes are served. Texas State funds and funds under the control of the Department may not be used for the purchase of alcoholic beverages.
State of Texas Travel Regulations are used as the guidelines and limitations for business entertainment expenses and are specified in the SFA Business Policies and Procedures Manual. In some instances, travel guidelines are additionally dictated by NCAA rules and regulations.
In general, staff members who are normally allowed to entertain on behalf of the Department include the Director of Athletics, Head Coaches and certain administrators whose responsibilities require frequent public relations activities Documentation for reimbursement of entertainment expenses should include;
405C:2
Appendix 2
13
1. A valid receipt. Meal receipts should list number of persons present on the back;
2. A listing of participants and their relationship to the Department;
3. The date and location of the entertainment function; and
4. A statement of purpose for the entertainment. All entertainment must relate to Departmental business (e.g., news media, promotions, fund raising, development, recruiting, etc.).
Disbursements for travel and entertainment expenses are handled employing on of the following methods:
• Travel Advance;
• Travel Voucher - reimbursement for expenses paid by the employee; and/or
• Direct payment to the vendor.
Charge Card for Travel Expenses
An individual corporate charge card is available for eligible employees. To be eligible to apply, the employee must take, or expect to take, three (3) or more business trips per fiscal year, or expend at least $500 per fiscal year for official State business. An employee is not required to apply for or accept a State-issued charge card.
The State-issued individual corporate charge card is to be used for business-related charges only while traveling on official State business. Use of the card for personal business is considered a violation of State policy and the employee may be subject to disciplinary action. The individual whose name appears on the card is solely responsible for payment of the account. If the card is suspended or cancelled for misuse or nonpayment, the employee will be ineligible for travel advances from the University.
If the application is approved by the credit card company, the employee agrees to be bound by the cardmember agreement which will be sent with each card. Additionally, the employee agrees to be bound by the State policies governing the use of the card. Applications and further information concerning this program are available in the Controller’s Office or on-line. The employee, the Assistant Athletic Director for Business Affairs, and the travel manager in the Controller’s Office must sign the application.
Travel Request and Travel Advances
An employee traveling on behalf of the Department must obtain permission to do so in advance of the trip. by submitting a Travel Request form (see Appendix 405C-1). www.sfasu.edu/controller/travel The completed form must be signed and approved by the Associate Athletic Director for Internal Affairs Employees must submit a completed travel request form (Appendix 405C-1) to the appropriate departmental secretary. The information is then entered into the university’s Banner system which will route the request thru the appropriate levels of approval.
Appendix 2
14
405C:3
Advance travel funds are available for employees who wish to obtain money in advance of the trip and who are ineligible to apply for the individual corporate charge card. Employees eligible to apply for the corporate credit card are not eligible for advances; however, any employee may request advance travel funds when involved with team travel. The minimum amount of advance funds that can be obtained is $100.
To receive advance travel funds, the Travel Request should be received by the Controller’s Office at least five (5) working days prior to departure. Generally, the requested funds will be available at the University Business Office at least one working day prior to departure. Advance travel funds will be issued by a check made payable to the individual requesting the funds. As a condition of receiving advance travel funds, the employee agrees to refund any excess (amount advanced less documented eligible expenditures on the Travel Voucher) within 30 days from the ending date of the trip. An employee receiving advance travel funds will be ineligible for future travel advances until the outstanding Travel Voucher is submitted. An employee who receives an advance and does not travel must immediately return the advance funds. Abuse of the travel advance privilege will result in ineligibility for future advances and the employee may be subject to disciplinary action.
An advance travel check will only be issued prior to the trip. No advancement is authorized if the trip has already commenced. The traveler should submit a Travel Voucher for reimbursement subsequent to the trip.
The request for an advance is handled in the following manner:
1. Each staff member is responsible for securing his/her own personal travel advance.
2. Advances are procured by submitting an SFA Travel Request form to the Assistant Athletic Director for Business Affairs. The form should state name of requester; the amount desired; specific budget item to be charged; date(s) of travel; and destination(s).
3. The Travel Request form is approved by the Assistant Athletic Director for Business Affairs and forwarded to the Vice President of University Affairs University President before forwarded to the University Business Office.
4. Travel checks are prepared in the name of the requester by the University Business Office. Authorized personnel within the Department may sign for the check in the Business Office and deliver it to the requester in the Department.
Appendix 2
15
405C:4
Reimbursement for Expenses Paid by the Employee
A State of Texas Travel Voucher (Appendix 405C-2) along with all receipts and other required documentation must be submitted to the appropriate secretary. The Travel Voucher is designed to elicit a detailed account of travel expenditures, as required for reimbursement. Extreme care should be used to differentiate between those expenses that are paid directly by the Department and those paid for by credit card or by funds obtained through a travel advance.
The Travel Voucher is signed by the requester and reviewed and signed by the Assistant Athletic Director for Business Affairs. The completed form is forwarded to the University Business Office. All payments are issued directly to the employee.
Direct Payment to the Vendor
Travel and entertainment expenses which are incurred through contractual agreement (e.g., transportation and/or lodging) are usually paid for directly by the University. The Assistant Athletic Director for Business Affairs ensures that all documentation related to each invoice is in order prior to submitting the invoice for payment.
SFA
7/2006 7/2010
Appendix 2
16
407:1
TELEPHONES
The Department of Intercollegiate Athletics utilizes the University telephone system. The Assistant Athletic Director for Business Affairs coordinates all telephone services (e.g., new service, change of service, special equipment, etc.) for the Department by transmittal of a memo to Information Technology Services. Moreover, the Assistant Athletic Director for Business Affairs coordinates request for extensive changes in service, which are the result of building or renovation programs within the Department.
Telephone Listings
Each staff member is assigned a four (4)-digit telephone number, which is listed in the SFA Telephone Directory. The Department of Intercollegiate Athletics maintains a Departmental telephone directory which is updated by the Administrative Assistant to the Director of Athletics. Secretaries generally answer the telephones within a given area; however, each employee can answer his/her direct dial office number. In addition, telephones can be forwarded to the Receptionist in the lobby of the Field House.
Telephone Service of Repair Requisitions
Requests for any additional, change or modification in service, as well as the movement of any office telephone equipment, should be submitted in writing to the Assistant Athletic Director for Business Affairs who after approval submits the request to Information Technology Services for appropriate action. The Department is not responsible for any expense related to telephone service unless it is approved in advance by the Assistant Athletic Director for Business Affairs.
Local Call Instructions
Different methods are used for placing on- and off-campus, local calls.
• On-Campus Calls
To reach another department within the University, or another staff member in the Department, the user dials the appropriate four (4)-digit number.
• Off-Campus Calls
To place an off-campus call in the immediate area, the user dials 9 + seven (7)-digit number.
Long Distance Call Instructions
University regulations restrict the use of University telephones for long distance calls to University business only.
• On-Campus Calls
To place a long distance call from campus, the user dials 9 + 1 + area code + number + access code.
• Off-Campus Calls
To place a long distance call from off-campus, the user dials 1 + area code + number + number + calling card number.
Appendix 2
17
407:2
Telephone Access Codes
Athletic Department staff members may be assigned a four six digit long distance access code by Information Technology Services. This code is only for on-campus use and cannot be used on off-campus phone systems. Requests for an access code must be received in writing by the Assistant Athletic Director for Business Affairs who submits the request to ITS.
Staff members with access codes are responsible for long distance calls made using their assigned codes. Further, staff members are urged to keep their assigned access code confidential and should never share the number with a student-athlete or non-staff member.
Telephone Credit Cards
Administrative and coaching staff members who recruit and/or travel on official University business are given a department issued cellular phone or a telephone calling card for this purpose. AT&T calling cards are issued by Instructional Technology Services to staff members designated by the Assistant Athletic Director for Business Affairs with the approval of the Director of Athletics. can request the use of an AT&T Calling Card. Requests should be made to the Assistant Athletic Director for Business Affairs who will approve or disapprove the request.
To prevent unauthorized use of telephone calling cards, personal authorization numbers are given to each card holder. Each recipient signs a statement declaring he/she will not transfer card use to anyone else.
Additionally, if a telephone calling card is either lost or stolen, the situation should be reported immediately to the Assistant Athletic Director for Business Affairs so that the Computing Center can be notified. The calling card is then deactivated and a new card issued.
Telephone Charges
Telephone services constitute a major expense item within the Department’s budget. Individual cost-centers are charged for telephone and facsimile usage. Therefore, it is mandatory that all employees keep long distance calls to a minimum and avoid the use of long distance calls when other means of communication will suffice.
To avoid unnecessary and unapproved charges, long distance telephone use is monitored. Each area within the Department is held accountable for incurred charges, bills and fees. The Department’s long distance telephone, cellular phone and calling card charges are transmitted to the Assistant Athletic Director for Business Affairs on a monthly basis. The Assistant Athletic Director for Business Affairs reviews these charges. If necessary, users are asked to go over these charges with the Assistant Athletic Director for Business Affairs to ensure their accuracy. Any unauthorized charges are the responsibility of the card holder.
It is expressly forbidden by NCAA regulations for student-athletes to be given access to cost-free telephone (e.g., local and toll calls) use. Only emergency calls are allowed, and they must be both brief and local.
Appendix 2
18
407:3
Cellular Phones & Wireless Communication Devices
A limited number of cellular phones and PDA’s are distributed to coaches and key staff members for official use only. Refer to University Policy F-29 concerning University furnished cell phones or wireless communication devices. The entire amount of the university provided cell phone or wireless communication device is considered as a taxable fringe benefit to the employee. The employee is not required to document personal or business usage. However, the department must require that an employee reimburse the department for calls that exceed the monthly plan amount unless they provide documentation that the excess use is attributed solely to business related calls.
As per university policy, some staff members are eligible to receive a monthly stipend for cell phone use. Those coaches and staff members not supplied with a university provided cellular device, and whose job duties require substantial cellular device usage, may receive the stipend. A Communication Allowance Request Form must be filled out and signed by each employee requesting the stipend before approval by the Assistant Athletic Director for Business Affairs and University President.
The Assistant Athletic Director for Business Affairs must submit a “Cellular Telephone Request and Justification Form” to the assistant director of telecommunications and networking for each employee, as required in policy F-29, Communications Services. The assistant director of telecommunications and networking will communicate the taxable value of the university provided cell phone and wireless communication device to the Payroll Office.
At no time are these phones to be used by student-athletes except for emergency situations that may occur during travel or competition.
Personal Telephone Records & Recruiting Calls
Stephen F. Austin State University is required to control its intercollegiate athletics program in compliance with the rules and regulations of the NCAA, and in some circumstances, responsible for the actions of its coaching staff members. See NCAA Bylaw 2.1.1 and 2.1.2. NCAA legislation limits recruiting contacts, including contact made by telephone. See NCAA Bylaw 13.1. Therefore, all coaches shall be required to provide SFA with copies of all billing records or other documents showing calls made or received for any telephone used by a coach, including without limitation, a coach’s personal cell phone and/or home phone if such phone is ever used in the scope of the coach’s employment. All coaches shall provide such records to the Associate Athletic Director for Compliance and Student Services on a monthly basis. All coaches shall cooperate with SFA in obtaining additional records from telephone providers, to include without limitation executing an authorization to obtain such records, to the extent deemed necessary by SFA
Appendix 2
19
407:4
Facsimile Transmissions
The Department of Athletics maintains Facsimile machines for staff use in various administrative and sports offices. These machines are to be used for Departmental business only. To send a long distance FAX, the user dials 9 + 1 + area code + number + access code.
Transmissions are monitored in the same manner as telephone calls, with Departmental staff held accountable for their usage.
SFA
7/2008
7/2010
Appendix 2
20
408C:1
TICKET OFFICE: COMPLIMENTARY TICKETS
The Department of Intercollegiate Athletics’ and the University’s complimentary ticket policies have been devised to extend hospitality to University guests and to recognize supporters of the athletics program. Established procedures for distributing complimentary tickets enable the University’s Ticket Office to account for these tickets. Complimentary ticket policies and procedures are consistent with University, Southland Conference and NCAA rules and regulations, and have been developed with careful consideration given to the best interests of the athletics program.
When used properly, complimentary tickets are an excellent public relations and recruiting tool; however, their misuse can result in administrative and NCAA sanctions, as well as loss of revenues. Therefore, Departmental Staff must be knowledgeable of all constraints placed on the distribution of complimentary admissions. The transfer or resale of complimentary tickets is prohibited.
Four hundred (400) seats in the Player Pass section and 320 seats in the Visitor’s Player Pass section are allocated for complimentary admissions.
Accountability
All complimentary tickets for home football, basketball, baseball and softball games must be accounted for: therefore, all tickets must be signed for by the recipient. Any unused tickets must be returned to the Ticket Office no later than one week following the event.
Allocations of Tickets/Admissions
Generally, the allocation of complimentary tickets and/or admission is determined by the Director of Athletics. Any exceptions to established policies must be approved in writing by the Director of Athletics. No hard tickets are issued to student-athletes, Departmental staff, visiting players or prospective student-athletes.
In general, complimentary tickets are made available to the following groups:
• Department of Intercollegiate Athletics Staff; Guests of the Athletic Department;
• Student-Athletes;
• Visiting players student-athletes and coaches; and
prospective student-athletes.
Guidelines for Complimentary Admissions
The procedure for gaining complimentary admission to ticketed intercollegiate athletics events (i.e., football, basketball, baseball and softball) at SFA are the same for Departmental staff-members, student-athletes, recruits, and guests of the athletics department. Guidelines or information related to any specific group are detailed below. The following guidelines and procedures are applicable to every group:
Appendix 2
21
408C:2
1. The Ticket Office distributes envelopes to the Department that provide spaces for: name of eligible staff member, student-athlete or recruit; guest name(s), opponent and date; The Southland Conference requires that member institutions use its complimentary admission form that includes spaces for: the sport involved, date of competition, name of the person completing the form, the student-athlete’s name, complimentary admission recipient and recipient’s signature.
2. These envelopes The head coach for football, men’s basketball, women’s basketball, softball and baseball, or their designee, is responsible for completing the complimentary admission form prior to each home contest. The completed forms are delivered to the East-side ticket booth of the Stadium, Ticket Window 1 of the Coliseum, the baseball ticket booth or softball ticket booth by a representative of the Department one and a half (1 1/2) hours prior to a game time.
3. The envelopes are filed in alphabetical order by requester’s name. Pass windows at the Stadium are marked with alpha signs. Player pass ticket windows are marked at all venues.
4. The person requesting complimentary admission gives his/her name, as well as the person requesting the ticket for him/her to ticket personnel at the window.
5. A photo identification is requested and the identity of the person is verified.
6. The person receiving the ticket must sign for the ticket prior to receiving a torn stub. The other portion of the stub is deposited in an envelope which is kept for five (5) years by the Ticket Office. Following each home game, the complimentary admission form is sent to the Associate Athletic Director for Compliance and Student Services and the visiting institution’s compliance administrator within one week of the completed event.
• Department of Intercollegiate Athletics Staff & Guests
All staff members of the Department and their designated guest are provided admission to all home athletic events. All staff members of the Department receive a staff pass at the beginning of each academic year which admits them and three other guests to all home competitions. Additional special guests of the Department are admitted using the complimentary admission form. (See Appendix 408C-1 for a copy of the envelope staff pass used for Department personnel complimentary admissions.)
• Student-Athletes
Student-athletes are allowed four (4) complimentary admissions in their sport for each home event. Only eligible team members of the traveling squad receive four (4) complimentary admissions for on-the-road events in their sport. (See Appendix 408C-2 for a copy of the envelope complimentary admission form used for student-athlete complimentary admissions.) Student-athletes may neither receive payment for complimentary admissions nor exchange them for any item of value.
Appendix 2
22
408C:3
• Recruits
The NCAA has very specific guidelines for the issuing of complimentary tickets to recruits. During the Official Visit to the University campus, complimentary admissions may be issued for the exclusive use of the prospective student-athlete and his family, guardian or spouse. On an Official or Unofficial Campus Visit, a maximum of three (3) complimentary admissions to a campus athletic event may be given the prospect and those accompanying the prospect. (For additional information, see Policy 502A, Student-Athletes: Recruitment, in this Manual.)
The number and use of admissions to events for recruiting purposes is determined by the Head Coach of each sport.
• Visiting Teams
For non-conference teams, complimentary tickets are provided as per contractual agreement for football and basketball. Non-conference teams provide their approved complimentary ticket form to the east side ticket booth at Homer Bryce Stadium or to Window 1 at the Coliseum. No complimentary tickets are made available for baseball or softball.
For conference teams, SLC operating codes for each sport are followed as they pertain to complimentary admissions.
Away Games Away Conference Games
Complimentary admission for student-athletes and staff members at away games follow the same general procedure as for home games. The allocated number of complimentary admission for SFA staff members and student-athletes is designated in each game contract. The same standard envelopes are delivered to the game site by a representative of the Department. The envelopes with stubs are returned to the Ticket Office following the game and retained for five (5) years by the SFA Ticket Office. All teams should provide a self addressed stamped envelope on road contests for return of Ticket Envelopes. Complimentary admission for student-athletes and staff members for away Southland Conference games generally follows the same procedure as home games using the SLC complimentary admission form.
Away Non-Conference Games
For non-conference away games, only those who are a part of the official travel party will receive complimentary tickets (4 per person). Staff members or student-athletes who are not considered part of the official travel party will not receive complimentary tickets without prior approval of the Director of Athletics. The Director of Athletics, or his designee, will review and monitor the official travel party list and coordinate the distribution of complimentary tickets.
Appendix 2
23
408C:4
Media Representatives
Media representatives are admitted to athletic events on a credential basis only. Representatives requiring credentials apply to the Sports Information Media Relations Office prior to a scheduled event requesting press credentials for the event. The Sports Information Media Relations Office prepares and mails the credentials. (See Policy 606D Media Coverage: Events, in this Manual for additional information.)
Charitable Events and Donations
Complimentary tickets for promotional purposes are provided on a case-by-case basis by the Director of Athletics, or his designee. The Director of Athletics, or his designee requests a specified number of tickets from the Ticket Office Manager. All tickets issued by the Ticket Office for use by the Department are accounted for on an Interdepartmental Transfer. The Director of Athletics, or representative his designee, must sign for these tickets in the Ticket Office.
Postseason Events
In the event that a University team is invited to participate in a postseason competition, the Department distributes complimentary tickets within guidelines established by the Southland Conference and the NCAA. In general, the University follows established guidelines for on-the-road events, with each traveling student-athlete allotted four (4) up to six (6) complimentary admissions. Complimentary admissions are not given to staff members and student-athletes not participating in the event or to recruits for postseason Conference and/or NCAA championship events.
SFA
7/2006
7/2010
Appendix 2
24
410:1
BUSINESS CONTRACTS
It is the policy of Stephen F. Austin State University to honor all provisions agreed to in contracts entered into by the Department of Intercollegiate Athletics. In general, a business contract is required for the following types of agreements:
• Athletic events;
• Facilities use;
• Radio and television broadcasts;
• Promotional advertising (i.e., scoreboard advertising, advertising tables and signage); and
• Purchases.
Before any contract agreement is signed, the Assistant Athletic Director for Business Affairs must be contacted to determine whether the proposed contract/agreement meets all University and Departmental rules and regulations. All contracts or contract forms other than athletic event agreements should be reviewed by the General Counsel.
All contracts must have clearance from the Assistant Athletic Director for Business Affairs and the Director of Athletics prior to being executed. Purchasing contracts in the amount of $100,000.00 or more must be approved by the Board of Regents.
Intercollegiate Athletic Events
A contractual document is generally prepared for intercollegiate sports regardless of whether a guarantee is involved. The Assistant Athletic Director for Business Affairs in conjunction with the Director of Athletics, is authorized to execute athletically-related contractual agreements on behalf of the Department of Intercollegiate Athletics.
A standardized athletic contest agreement form is used in effecting contractual commitments for competitive events with other educational institutions when SFA is the host institution. These agreements are initiated by the Assistant Athletic Director for Business Affairs when negotiations for scheduling an athletic event have been finalized.
Copies of all contracts are retained by the Director of and the competing institution.
In the event that it is necessary to change the contents of a fully executed contractual agreement, an addendum to the athletic contest agreement form is prepared. All changes must be reviewed and approved, as specified above, prior to execution of the addendum.
(Specific scheduling procedures can be found in Policy 602A, Scheduling: Events/Special Events, in this Manual).
Facilities Use
Athletic facilities may be used by organizations outside the Department. However, the Department may refuse use of its facilities, if:
Appendix 2
25
410:2
1. The meetings or events are sponsored solely by a non-University organization;
2. The nature of the activity is assessed to potentially cause serious disruption:
3. The purpose of the activity is prohibited by either federal, state or local statute, rules or regulations; or
4. An event is assessed to potentially produce damage to the facility or endanger attendees.
Requests for the use of facilities by non-Departmental organizations are directed to the Coordinator of Athletic Events who negotiates the rental rate and details of the contract. (All health, fire and other regulations applicable to Departmental facilities must be observed by any group using its facilities.) Once the terms of the facility-use contract have been approved, the contract is prepared by the Coordinator of Athletic Events. The facility use agreements shall be prepared on a form developed and approved by the General Counsel.
Billings related to facilities use are processed by the Assistant Athletic Director for Business Affairs with payment made to the Department. If an event is canceled, the sponsoring group may be responsible for any set-up charges incurred by the Department prior to cancellation. (See Policy 402B, Receivables: Invoicing and Accounting for procedural details. Also see Policy 604A, Facilities: Use, in this Manual for additional information.)
Radio and Television Broadcasts
Contracts for most television network coverage of athletic events are part of Southland Conference and NCAA packages, which are handled and negotiated by the Director of Athletics and representatives of the Conference Office.
The Department holds contracts with two local radio stations for broadcasting of football, men’s and women’s basketball and select baseball games (See Policy 606E, Media Coverage: Television and Radio Programs, in this Manual for additional information.)
Promotional Advertising
In order to offset expenses and/or enhance attendance at athletic events, the Department obtains advertising sponsors via contractual agreements. Such contracts are individually generated by the Assistant Athletic Director for External Affairs. Sponsorships include advertising through any of the following: radio network, game programs, scoreboard and sideline table advertising and signage.
Purchases
In addition to formally written agreements with vendors, a properly executed purchase order constitutes a contract which is binding on both the University and the supplier. The proper administration of all such contracts is the responsibility of the Assistant Athletic Director for Business Affairs. Contracts may be written in the form of Purchase Agreements, Facility Use Agreements, or other approved documents.
SFA
7/2006
7/2010
Appendix 2
26
501:1
STUDENT-ATHLETES: CONDUCT AND ETHICS
Stephen F. Austin State University has established a tradition of ethical conduct at all levels of University life. In accordance with this tradition, all student-athletes involved in the intercollegiate athletics program are expected to represent the University in an honorable manner at all times. Coaches and professional staff members are expected to instruct student-athletes on appropriate behavior and to assist them with understanding the intent of rules and regulations imposed upon them by all relevant governing authorities.
Governing Authorities
Standards of ethical conduct are established and enforced by:
• National Collegiate Athletic Association
Student-athletes are subject to the rules and regulations of the NCAA governing unsportsmanlike behavior, non-therapeutic drug use, gambling and bribery, the acceptance of non-permissible awards, benefits and expenses, and other forms of misconduct. All such rules and regulations are found in the NCAA Manual.
• The Southland Conference
The Southland Conference has authority similar to that of the NCAA with regard to regulating the practices of member institutions to ensure that individuals conduct themselves in an honorable and sportsmanlike manner. Conference rules and regulations are detailed in the Southland Conference Operating Manual.
• Stephen F. Austin State University
Student-athletes are subject to the University rules and regulations, specified in the SFA “Student Code of Conduct,” published in the Stephen F. Austin State University General Bulletin.
• Department of Intercollegiate Athletics
Team rules may be established by each individual sport’s Head Coach and his/her staff within parameters set forth by the Director of Athletics and the University.
The Head Coach is responsible for informing team members of the established team and training rules at the beginning of the academic year. Furthermore, student-athletes are to be encouraged to obtain clarification regarding Departmental, University, Conference, or NCAA rules and regulations from a member of the coaching staff, the Associate Athletic Director for Compliance & Student Services or the Assistant Athletic Director for Student Services, as appropriate. In addition to the rules and regulations of the afore-mentioned authorities, general Department conduct policies are set forth below.
Appendix 2
27
501:2
Personal Conduct and Responsibilities
The Department of Intercollegiate Athletics makes every effort to offer a program which meets the objectives of the University by assisting student-athletes in securing their degrees as they strive to achieve their full potential both on and off the field. The Director of Athletics, the
Associate Athletic Director for Compliance & Student Services, professional staff members associated with the various sports programs, individual Head Coaches and the Assistant Athletic Director for Student Services work together to develop appropriate standards for personal conduct.
Student-athletes accepted into the University athletics program are extended the privilege of participating in intercollegiate athletics. This privilege in no way constitutes a right to participate. Therefore, in agreeing to join the intercollegiate athletics program, student-athletes must be willing to accept personal responsibility for behavior. Obligations include, but are not limited to, responsible conduct as specified below:
• Academic Obligations
1. Attend classes regularly and complete all academic assignments.
2. Consult with academic counselors and attend tutoring sessions, as directed.
3. Maintain an academic course load of at least 12 hours per semester and make satisfactory progress toward a degree.
4. Accept responsibility for maintaining academic eligibility.
5. Strive to obtain a college degree within five (5) years.
6. Communicate to the appropriate parties (e.g., instructors) in a timely manner when an academic/athletic conflict occurs.
7. Understand and live by the academic regulations of the University, as described in the SFA General Bulletin.
• Athletic Obligations
1. Abide by all team, Departmental, University, Conference, and NCAA team rules.
2. Achieve and maintain optimum physical conditioning within accepted health standards.
3. Attend all organized practices, unless officially excused.
4. Take proper care of equipment and return it in good condition.
5. Treat officials and opponents with respect, and avoid undue confrontations (See “Sportsmanlike Conduct” below).
Appendix 2
28
501:3
• General Conduct Obligations
1. Read, understand and follow the University’s “Student Code of Conducts.”
2. Obey residence halls policies and regulations.
3. Obey all federal, state and local laws.
4. Abstain from using tobacco, alcohol and non-therapeutic drugs (see Policy
506B, Student-Athletes: Drug Education and Screening Policy).
Dress Code
Head Coaches are encouraged to set dress code standards for student-athletes, especially when traveling as a team. Coaches may also specify what constitutes appropriate dress while representing the University at other times.
Sportsmanlike Conduct
Sportsmanlike conduct means more than the absence of negative actions in public. The Associate Athletic Director for Compliance & Student Services, as well as each individual Head Coach, is expected to provide instruction on appropriate conduct, including positive techniques for handling the following playing-field situations:
• Communicating with officials and opponents on routine matters during athletics events;
• Maintaining control during emotionally charged situations, including assisting a teammate or colleague who appears to be losing control; and
• Reacting in a positive manner to an aggressive action by an individual or a group.
Coaches are to define actions which constitute inappropriate conduct, and suggest ways to avoid such behavior. Unacceptable behavior on the playing field includes, but is not limited to, the following:
• Physically abusing officials, coaches, opponents or spectators;
• Throwing objects;
• Seizing equipment from officials or the news media;
• Inciting players or spectators to negative actions or to any behavior which insults or defiles an opponent’s traditions;
• Using obscene or otherwise inappropriate language or gestures;
Making public statements which are derogatory, controversial or outside the Department’s media policy;
• Engaging in negative recruiting by making derogatory statements about another institution or its personnel; and/or
• Participating in any action which violates the generally recognized ethical standards of intercollegiate athletics, the University or the community.
Appendix 2
29
501:4
Acquaintance Rape
Because acquaintance rape, commonly called “date rape,” is an increasingly serious concern nationwide, the Department publicly addresses such behavior with its student-athletes. All student-athletes are expected to conduct themselves in a manner which avoids any association with such a charge. Coaches and staff members who counsel student-athletes should make them aware of the consequences of such a charge. Student-athletes should be advised to:
1. Understand the definition of rape;
2. Be conscious of the signals they transmit to others;
3. Be careful not to place themselves in situations that could be misunderstood or
misread.
4. Respect and accept a negative response to their overtures (e.g., “no” does not mean
“yes”); and
5. Avoid drinking or taking drugs at all times, but especially when on a date.
Gambling and Bribery
The NCAA has established specific guidelines concerning involvement in gambling and bribery at the intercollegiate and professional sports levels. The Assistant Athletic Director for Compliance and the individual sports coaches are responsible for educating student-athletes concerning these guidelines.
In addition to awareness of the gambling and bribery threat to the integrity of intercollegiate sports, student-athletes are responsible for the following:
1. Reporting any offers of gifts, money or favors in exchange for supplying team
information or for attempting to alter the outcome of any contest;
2, Maintaining a clear understanding of what constitutes gambling and bribery activities
and reporting any suspected infractions;
3. Contacting the coach or other Departmental personnel (i.e., Sports Information
Director) when questions concerning the release of team information occur; and
4. Increasing one’s awareness that participation in gambling or bribery activities can
result in disciplinary actions by the University and the NCAA (see “Enforcement”
below), as well as local, state and/or federal prosecution of the involved individuals(s).
Hazing
As stated in the General Bulletin, “Stephen F. Austin State University is unequivocally opposed to any activities, on or off campus, by individuals or organizations which endanger the mental or physical health or safety of a currently enrolled or prospective student for the purpose of pledging, being initiated into, affiliating with or maintaining membership in any organization.”
Appendix 2
30
501:5
Hazing, which is prohibited in any form at SFA, includes (but is not limited to) situations which would require any of the following:
1. Whipping, beating, striking, branding, or electronic shock;
2. Any activity that subjects the student to extreme mental or physical stress, such as
sleep deprivation, confinement in a small space, extended isolation from social
contact, or exposure to the elements;
3. Any activity involving the consumption of food, liquid, alcoholic beverage, drug or
substance which could adversely affect the health of well-being of the individual;
4. Any activity that harasses, intimates or threatens the student with ostracism, shame
or humiliation; and or/
5. Any activity that induces, cause or requires the student to violate the Penal Code.
Organizations found to be encouraging or authorizing hazing will b subject to both University disciplinary sanctions and criminal prosecution.
Agents
It is essential that student-athletes know the NCAA rules related to professional sports. An infraction of the rules concerning agents could have severe negative consequences for the University and the student-athlete (see “Maintaining Amateur Status” in Policy 502C, Student-Athletes: Eligibility). NCAA rules make a student-athlete ineligible for participation in an intercollegiate sport if:
• He or she ever has agreed, orally or in writing, to be represented by an agent or
organization for the purpose of marketing his or her athletics ability or reputation in that sport;*
• He or she enters into a written or verbal agreement with an agent for representation
in future professional sports negotiations that are to take place after the student- athletes has completed his or her eligibility in that sport; and/or
He or she (or his or her relatives or friends) accepts transportation or other benefits from any person who wished to represents the individual in the marketing of his or her athletic ability.
* An agency contract not specifically limited in writing to a sport or particular sports is
deemed applicable to all sports and the student-athlete is ineligible to participate in any sport.
Social Networking
Playing and competing for Stephen F. Austin State University is a privilege not a right. Student-athletes at SFA are held in high regard and are seen as role models in the community. As leaders we have the responsibility to portray our team, our University and ourselves in a positive manner at all times. Sometimes this means doing things that are a personal inconvenience, but benefit the whole team.
Appendix 2
31
501:6
In recent years, Facebook, MySpace and other social networking sites have increased in popularity and are used by the majority of student-athletes at SFA.
Student-athletes may not be aware that third parties including the media, faculty, future employers and NCAA officials can easily access their profiles and view all personal information. This includes all pictures, videos, comments and posters. Inappropriate material found by third parties affects the perception of the student, the athletic department and the University. This can be detrimental to a student-athletes future employment options
Before participating in any online community, student-athletes should understand that anything posted online is available to anyone in the world. Any text or photo placed online is completely out of the student-athlete’s control the moment it is placed online.
Student-athletes should not post information, photos, or other items online that could embarrass them, their family, their team, the athletic department, or Stephen F. Austin State University. This includes information about team activities and teammates. Student-athletes cannot post any information that is proprietary to the Athletic Department which is not public information such as tentative or future schedules, or information that is sensitive or personal in nature, such as travel plans and itineraries.
Student-athletes are personally liable for any copyright violations committed, such as posting photographs, audio, or video that is not the student-athlete’s personal property. This includes the use of the logos and marks of Stephen F. Austin State University. Student-athletes are personally liable for any violations of other students or student-athletes' privacy rights, especially those that fall under federal privacy laws (FERPA or HIPPA) or that violate Stephen F. Austin State University student codes of conduct or codes of computing practices. Student-athletes should not post their home address, local address, social security number, phone numbers (s), birth date, or other personal information such as their whereabouts or their plans. This could be opening up themselves to predators. The malicious use of online social networks such as derogatory language about any member of the Stephen F. Austin State University community, demeaning statements about or threats to any third party, and incriminating photos or statements depicting hazing, sexual harassment, vandalism, stalking, underage drinking, illegal drug use or other inappropriate behavior will be subject to disciplinary action by the head coach and/or Director of Athletics if they gain knowledge of such violations. Sanctions may include written notification requiring the unacceptable content be removed, temporary suspension from the team, dismissal from the team and loss of athletic aid, if applicable.
Appendix 2
32
501:7
Enforcement
Any student-athlete conduct violation should be reported immediately to the Director of Athletics, who is ultimately responsible for investigating all such charges and enforcing sanctions imposed for conduct violations. The Associate Athletic Director for Compliance & Student Services assists in the investigation and resolution of any suspected violation involving a student-athlete, as requested.
• Legal Violations
When a student-athlete violates a local, state or federal law and the misconduct involves a violent action, drugs and/or a felony charge, the student-athlete may be suspended from participation in intercollegiate athletics until the charges have been addressed by the legal system. By suspending the student-athlete the Department and the University are in no way pre-judging the situation; rather, such action is taken in order to protect the intercollegiate athletics program and, specifically, the student-athlete’s team from negative media attention. Moreover, it is assumed that the accused student-athlete will have neither the time nor the mental concentration required for effective sports participation until the matter has been resolved. A determination regarding further action by the Department and the University is made on a case-by-case basis once the charge has been resolved by the court.
The student-athlete is to be given written notification of the suspension, signed by the respective Head Coach and the Director of Athletics. The student-athlete may appeal this decision. Such an appeal must be submitted within 72 hours of the notice of suspension. Based on all available information, the Director of Athletics may lift or modify the suspension or leave it in place until the case has been decided by the legal system.
While on suspension, the student-athlete may not practice or compete; however, his/her financial aid will remain in place. Further, as determined by the Institutional Athletics Representative, Director of Athletics, and Head Coach, the student-athlete’s name will remain on the squad list and he/she may utilize student-athlete support services, such as the weight and training rooms, and academic support services.
Student-athletes and staff are encouraged to refrain from addressing the student-athlete’s case with the media in order to protect the accused and to limit media attention. All questions concerning the situation should be referred to the Sports Information Director for a prepared statement release.
• University, Conference and NCAA Violations
Conduct violations of the University’s rule of conduct are reported to the Judicial Office while violations of Conference or NCAA conduct rules are reported to the student-athlete’s Head Coach, the Associate Athletic Director for Compliance & Student Services, the Director of Athletics, the Southland Commissioner and the NCAA, as appropriate.
Appendix 2
33
501:8
If a student-athlete is found to be in violation of University, Conference or NCAA policy, the penalty imposed depends upon the severity of the offense and may include the following:
1. Written warning;
2. Disciplinary probation;
3. Dismissal from the squad;
4. Cancellation or gradation of the grant-in-aid; and/or
5. Suspension or expulsion from the University.
For additional information regarding actions which may result in the withdrawal of financial aid, please consult Policy 502D, Student-Athletes: Financial Aid, in this Manual.
SFA
7/2006
7/2010
Appendix 2
34
502A:1
STUDENT-ATHLETES: RECRUITMENT
Participation in athletics is an important component of the student-athlete’s college experience, although academic achievement must remain of primary concern. Athletic success gained and maintained through the recruitment of student-athletes who possess the necessary skills to successfully compete on both levels at Stephen F. Austin State University. Therefore, the University endeavors to recruit only those individuals who have demonstrated exceptional abilities in the classroom as well as on the playing field.
Moreover, the University prides itself in conducting its recruiting program with integrity. The Department of Intercollegiate Athletics has established rules within each sport which meet or exceed the rules and regulations established by the NCAA and the Southland Conference to govern recruiting activities. As the University’s delegated administrator of the athletics program, the Director of Athletics accepts full responsibility for actions related to recruiting taken by Departmental staff members. The Director ensures that all recruiting activities are carefully coordinated and documented by each Head Coach and monitored by the Associate Athletic Director for Compliance & Student Services to ensure total compliance with established guidelines and procedures.
To achieve full compliance, it is particularly important that each staff member involved in recruiting activities be knowledgeable of established recruiting rules and regulations and any revisions related to them. They include, but are not necessarily limited to the following:
• Offers and Inducement;
• Contracts;
• Evaluation Periods;
• Publicity
• Use of Funds;
• Tryouts
• High School All-Star Games;
• Official and Unofficial Visits (Transportation, Visitation and Entertainment);
• Pre-College Expenses:
• Specialized Sports Camps, Coaching Schools and Clinics; and
• Booster Activities
The Associate Athletic Director for Compliance & Student Services with assistance from the Assistant Athletic Director for Student Services, is responsible for monitoring recruiting rules and regulations and informing staff members involved with recruiting operations of all pertinent updates and changes in a timely manner. Furthermore, the Associate Athletic Director for Compliance & Student Services is available to assist recruiting staff in the interpretation of NCAA rules and regulations, and to answer specific questions concerning recruiting. The Associate Athletic Director for Compliance & Student Services may request assistance from the Director of Athletics, or directly consult with NCAA or Southland Conference staff when questions concerning compliance issues arise.
All rules and regulations relevant to recruiting are carefully detailed in Bylaw 13 of the NCAA Manual and in the “The NCAA Guide for the College-Bound Student-Athlete.”
Appendix 2
35
502A:2
Recruiting Violations
Recruiting violations, however unintentional, have resulted in adverse publicity and sanctions for many colleges and universities throughout the United States. The Department’s best defense against recruiting violations is a thorough knowledge of strict adherence to all pertinent NCAA rules and regulations by all Departmental staff when recruiting student-athletes.
All representatives of the Department involved in recruiting and/or related athletic activities are required to certify annually that, to the best of their knowledge, they and their colleagues have complied with University policy and NCAA rules and regulations governing the recruitment of prospective student-athletes (see Policy 510A, Coaches and Administrators: Employment Contracts).
The Southland Conference requires that a Coaching Staff and Off-Campus Recruiters Designation form (see Appendix 502A-1) be completed for each sport and submitted to the Conference office by September 15 of each year. The Associate Athletic Director for Compliance & Student Services is responsible for the administration of this form and for securing the required signatures of each Head Coach and the Director of Athletics. In addition coaches recruiting off-campus must be certified annually and pass a standardized test on recruiting regulations before engaging in any off-campus recruiting. A list of all coaches certified to recruit is maintained in the Office of the Director of Athletics.
When involved in recruiting activities, it is especially important to keep in mind these
two facts:
1. Any violation (intentional or accidental) of NCAA, Conference or University rules and regulations must be reported immediately to the Associate Athletic Director for Compliance & Student Services. If the Associate Athletic Director for Compliance & Student Services is not available, violations should be reported to the Director of Athletics or the Institutional Athletics Representative.
2. Anyone found guilty of a serious recruiting violation (including persons who only have knowledge of violations but fail to report them) are subject to financial penalty and/or immediate dismissal from the University.
Alumni Activities
Over the past several years, NCAA bylaws governing recruiting activities have been amended to greatly limit the role of alumni in recruiting activities. NCAA Bylaw 13 in the NCAA Manual specifies the restrictions which apply to “athletics representatives.” In general this legislation prohibits telephone conversations with prospects, contact at athletic contests, contact with coaches for evaluation purposes and visits to the prospects institution to pick up films, transcripts, etc.
Alumni recruiting activities are permitted provided they relate to the normal admissions procedures which are applicable and available to all prospective students. Personal contacts may not be made for the purpose of athletic recruiting. Extreme caution must be taken at all times to insure that the distinction between athletic and academic recruiting is absolutely clear.
Appendix 2
36
502A:3
PROCEDURES
The key to recruiting is careful planning and successful implementation. Taking into consideration budget limitations, coaches are urged to identify particular geographic concentrations of prospective student-athletes for their respective sport. These prospective student-athlete pools become the basis of the program’s overall recruiting strategy and should be prioritized according to specific need. The Head Coach for each sport is responsible for initiating the following recruiting activities:
• Identification of Prospects
Head Coaches may develop and send questionnaires to high school and junior college coaches in target areas requesting the identification of prospects. Questionnaires may also be sent to individual prospective student-athletes identified by athletic boosters, friends of the Department, coaches, etc.
Questionnaires may not serve as a recruiting brochure or poster promoting Stephen F. Austin State University.
Additional information on prospects may be gained by:
1. Observing video and actual play;
2. Reviewing published literature;
3. Monitoring the prospect’s level of academic progress; and
4. Reviewing the Recommendation Form, if available.
Evaluation periods are scheduled for the various sports in accordance with NCAA guidelines.
• Distribution of Information
Materials on the University, including its academic and athletics programs, may be sent to high schools and two-year colleges, as well as individual students. University materials may be sent to prospective student-athletes at any time during their secondary school attendance if the information is part of a regular institutional mailing to all prospective students. However, Department of Intercollegiate Athletics materials may not be sent to a prospective student-athlete before September 1 of his/ her junior year of high school (except men’s basketball, which may begin sending materials on June 15, following the prospects sophomore year). All recruiting materials must comply with NCAA rules and regulations governing printed recruiting aids. Facsimiles (FAX) and electronic mail communications to prospects are subject to restrictions on general correspondence.
Organized mailing campaigns to identified prospects are usually initiated in the spring semester of the prospect’s junior year. Permissible publications include the following:
1. General correspondence, including letters, postcards issued by the U.S. Postal Services, institutional note cards and schedule cards;
Appendix 2
37
502A:4
2. Official academic, admissions and student services publications, produced by the institution and available to all students; and
3. A recruiting brochure or media guide in each sport the University sponsors (utilizing only one color of ink inside the covers and no enclosed posters).
Note: Game programs may not be mailed to prospects, however, game programs without posters may be provided free of charge to prospects on official or unofficial visits to the campus.
Questionnaires and summer camp brochures may be mailed prior to September 1 of a prospect’s junior year in high school. Prospective student-athletes may also receive NCAA educational information related to recruiting, including “The NCAA Guide for College-Bound Student-Athlete” publication.
Once the prospect has been officially accepted for enrollment and has signed the National Letter of Intent, institutions are permitted to provide pre-enrollment information regarding orientation, conditioning, academic and practice activities (e.g., play books).
• Videotaping
Videotapes highlighting the academic, enrichment, social and athletic programs (within NCAA guidelines) at Stephen F. Austin State University may be sent to a prospective student-athlete by the Office of Admissions only, provided it is the institution’s policy to send or make available such materials to all prospective students.
• Recruiting Timetables
Head Coaches for each sport, with the assistance of the Assistant Athletic Director for Compliance, maintain timetables and appropriate checklists to assist with recruiting efforts. Timetable information varies from sport to sport according to NCAA regulations and may include:
1. Recruiting and evaluation periods;
2. Contact periods;
3. Organized bulk mailing campaigns;
4. Admissions and financial aid application deadlines;
5. Off-campus recruiting schedules;
6. On-campus recruiting weekends;
7. “Dead Periods;” and
8. National Letter of Intent signing dates.
The Associate Athletic Director for Compliance & Student Services distributes for the Department recruiting information each month prepared by the NCAA specifying quiet periods, contact and evaluation periods, and signing dates in each sport.
Appendix 2
38
502A:5
Evaluation of Academic Records
At the time of the initial contact with a prospective student-athlete, the recruiting coach should request a copy of all transcripts which reflect the academic performance of the student through his/her junior year, as well as a listing of subjects in which the student is currently enrolled or is scheduled to complete prior to registration at the Stephen F. Austin State University.
Such transcripts from all secondary and post-secondary institutions, as well as SAT/ACT test scores, should be reviewed by the coach and if needed, by the Assistant Athletic Director for Student Services in order to properly evaluate the prospective student-athlete’s chances of becoming a “qualifier” and thus of meeting the University’s admission requirements. (For specific academic qualifications, see Policy 502B, Student-Athletes: Admissions, and 502C, Student-Athletes: Eligibility, in this Manual.)
Coaches should carefully consider the evaluation of a prospect’s academic record in determining further recruiting efforts. Coaches are encouraged to complete an academic evaluation before an invitation is extended to a recruit for the official campus visit. Transcripts must be sent directly from the prospect’s institution to SFA’s Office of Admissions. Moreover the prospect’s National test score must be received prior to an official visit. Prospects must also be registered with the NCAA Eligibility Clearinghouse prior to any official visit.
Contact and Evaluation Forms
A contact and evaluation record is kept for each prospective student-athlete in each sport on the Southland Conference Recruiting Log or on an electronic recruiting package approved by the Associate Athletic Director for Compliance and Student Services(see Appendix 502A-4 for Football, 502A-5 for Basketball, and 502A-6 for all other sports for sample forms). This form includes the recruiting coach’s name, prospect’s name, address, phone and social security numbers, date(s), time(s) and sites of contacts and evaluations, the name of the high school or junior college, and its address and phone number plus

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Stephen F. Austin
State University
MINUTES OF THE
BOARD OF REGENTS
Nacogdoches, Texas
July 19 and 20, 2010
Meeting 260TABLE OF CONTENTS
BOARD MINUTES FOR JULY 19 AND 20, 2010
Page
APPROVAL OF MINUTES
1. Approval of Minutes of April 19 and 20, 2010, Board Meeting with Changes ............3
Board Order 10-32
ADMINISTRATION
2. Election of President ......................................................................................................3
Board Order 10-33
3. Election of General Counsel ..........................................................................................3
4. Election of Director of Audit Services...........................................................................3
5. Election of Coordinator of Board Affairs ......................................................................3
PERSONNEL
6. Faculty Appointments for 2010-2011............................................................................4
Board Order 10-34
7. Staff Appointments for 2010-2011 ................................................................................6
8. Changes of Status for 2010-2011...................................................................................7
9. Retirements ....................................................................................................................9
10. Holiday Schedule for 2010-2011...................................................................................9
Board Order 10-35
ACADEMIC AND STUDENT AFFAIRS
11. Small Class List for Maymester and Summer I 2010..................................................10
Board Order 10-36
12. Course Type Changes ..................................................................................................10
13. Intercollegiate Athletic Policy and Procedures Manual Revisions..............................11
29. Designation of Administrator for Implementation of Texas Education Code Sec. 51.974, as Amended (Executive Session Item)....................................................11
BUILDING AND GROUNDS
14. Utility Easement for Oncor Electric Delivery Company.............................................11
Board Order 10-37
Board Order 10-38
15. Approval of the Fiscal year 2010-11 Capital Infrastructure Plan ................................12
FINANCIAL AFFAIRS
16. Selection of an Investment Management Firm............................................................12
Board Order 10-39
Board Order 10-40
17. Athletic Programs Insurance........................................................................................13
18. General Liability Insurance..........................................................................................1319. Purchase of Electric Utilities from Deep East Texas Electric Cooperative for FY 2010-11........................................................................................14
20. Purchase of Water, Sanitary Sewer and Landfill Services for FY 2010-11 ................14
21. Installment Fee for Tuition, Fees, Room and Board Payment Plans ...........................14
22. Xerox Copier Leases for SFA Printing Services .........................................................15
23. Approval of the Freshman Residence Hall and Parking Garage Budget.....................15
Board Order 10-41
24. Grant Awards for April 1, 2010, through June 24, 2010 .............................................15
Board Order 10-42
25. Adoption of the Fiscal Year 2010-11 Institutional Budget..........................................16
Board Order 10-43
26. Adoption of the Fiscal Year 2010-11 Capital Infrastructure Budget...........................16
Board Order 10-44
27. Adoption of the Fiscal Year 2010-11 Capital Operating Plan Budget ........................16
UNIVERSITY POLICIES AND PROCEDURES
28. Policy Revisions...........................................................................................................17
Board Order 10-45
REPORTS
President
Audit Services Report
Faculty Senate
Student Government Association
APPENDICES
Appendix 1 – Small Classes for Maymester and Summer I 2010
Appendix 2 – Intercollegiate Athletic Policies and Procedures Manual Revisions
Appendix 3 – Fiscal Year 2010-11 Capital Plan
Appendix 4 – Grant Awards for FY10 Awarded Between April 1, 2010 and June 24, 2010
Appendix 5 – Fiscal Year 2010-11 HEF AllocationAppendix 6 – Policy Revisions
Access to Secure Computing Facilities (F-32) .........................................P-3
Add/Drop (A-5).........................................................................................P-7
Administrative Systems Software Changes (F-36) ...................................P-9
Agency Accounts (C-01.2)......................................................................P-11
AIDS and HIV Virus (D-1.1)..................................................................P-13
Authority to Act in the Absence of the President (D-7)..........................P-19
Compliance with the Americans with Disabilities Act (D-41) ...............P-20
Computer Hardware and Software Acquisition (F-7.5)..........................P-22
Computer Replacement (C-56) ...............................................................P-24
Computer System Access (F-37) ............................................................P-26
Contracting Authority (C-9)....................................................................P-30
Departmental Administration (E-10A) ...................................................P-33
Distinguished Professor Award (A-16)...................................................P-40
Driver Certification (D-10) .....................................................................P-42
Dual Employment (E-12)........................................................................P-43
E-mail for University Communication (F-41) ........................................P-45
Emergency Management Plan (D-11).....................................................P-47
Employee Terminations and Transfers (E-18)........................................P-77
Firearms, Explosives and Ammunition (D-14).......................................P-79
Historically Underutilized Businesses (C-16.5)......................................P-80
Human Research Subjects Protection (A-62) .........................................P-86
Information Technology Services (F-9)..................................................P-96
Interagency and Interlocal Contracts (C-18)...........................................P-97
Interdepartmental Transfer (C-19) ........................................................P-100
Items Requiring Board of Regents Approval (D-20.5).........................P-102
Missing Student Notification (D-56) NEW..........................................P-106
Outside Employment (E-35) .................................................................P-108
Parking and Traffic Regulations (D-24) ...............................................P-110
Property Inventory and Management (C-42) ........................................P-129
Reasonable Workplace Accommodations for Disabilities (E-67) ........P-138
Returned Checks (C-35)........................................................................P-142
Security Systems (D-57) NEW.............................................................P-147
Student Conduct Code (D-34.1)............................................................P-133
Student Discipline (D-34) .....................................................................P-153
Student Employment Center (F-26) ......................................................P-174
Time Clock (E-51.1N) ..........................................................................P-179
University Logo/Seal (D-38).................................................................P-181
University Web Site (D-45) ..................................................................P-182
Vendor Protests (F-35)..........................................................................P-185-1-
Stephen F. Austin State University
Minutes of the Meeting of the Board of Regents
Nacogdoches, Texas
July 19 and 20, 2010
Austin Building 307
Meeting 260
Monday, July 19, 2010
The regular meeting of the Board of Regents was called to order in open session at 8:00 a.m., Monday, July 19, 2010, in the Multimedia Room of the Baker Pattillo Student Center by Chair Melvin White.
PRESENT:
Board Members: Mr. Melvin White, Chair
Mr. Richard Boyer
Dr. Scott Coleman
Mr. James Dickerson
Ms. Valerie Ertz
Mr. Bob Garrett
Mr. Steve McCarty
Ms. Sydni Mitchell
Mr. James Thompson
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
The Finance/Audit Committee convened at 8:00 a.m. and adjourned at 2:20 p.m. The Building and Grounds Committee convened at 2:30 p.m. and adjourned at 2:55 p.m. The Academic and Student Affairs Committee convened at 2:55 p.m. and adjourned at 4:00 p.m.
The chair called for an executive session at 4:15 p.m. to consider the following items:
Consultation with attorney regarding legal advice on potential intellectual property opportunities, pending and/or contemplated litigation or settlement offers, including but not limited to Stephen F. Austin State University v. Sunbelt Pools, Inc., American -2-
Granby, and National Diversified Sales, Inc., In Re: Dr. and Mrs. J.E. Watkins Scholarship Trust and related matters, and currently pending EEOC complaints. (Texas Government Code, Section 551.071)
Consideration of Individual Personnel Matters Relating to Appointment, Employment, Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee, including but not limited to the dean of the Nelson Rusche College of Business, the dean of the James I. Perkins College of Education and currently serving deans; the director of audit services; the general counsel; the coordinator of board affairs; the vice presidents; and the president. (Texas Government Code, Section 551.074)
The executive session ended at 6:45 p.m. and the board meeting was recessed for the evening with no further action.
Tuesday, July 20, 2010
The chair reconvened the board meeting in open session at 9:00 a.m. on Tuesday, July 20, 2010.
PRESENT:
Board Members: Mr. Melvin White, Chair
Mr. Richard Boyer
Dr. Scott Coleman
Mr. James Dickerson
Ms. Valerie Ertz
Mr. Bob Garrett
Mr. Steve McCarty
Ms. Sydni Mitchell
Mr. James Thompson
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
Regent Boyer led the pledge to the flags and Regent McCarty provided the invocation.-3-
RECOGNITIONS
Dr. Baker Pattillo recognized Dr. David Sanderson for his years of service to the university as team physician for the Athletic Department. Outstanding Student Teachers were recognized by Dr. Ric Berry, who then introduced new deans, Dr. Judy Abbott and Dr. Danny Arnold. Mr. Robert Hill exhibited the recent Southland Conference awards and introduced staff members who serve behind the scenes to make athletic successes possible.
APPROVAL OF MINUTES
BOARD ORDER 10-32
Upon motion by Regent Dickerson, seconded by Regent McCarty, with all members voting aye, it was ordered that the minutes of the April 19 and 20, 2010, meetings be approved as presented with the inclusion of the two additional classes to Appendix 2: Multidisciplinary Capstone Project (SFA 499) and Introduction to Multidisciplinary Study (SFA 110).
ADMINISTRATION
BOARD ORDER 10-33
Upon motion by Regent McCarty, seconded by Regent Boyer, with all members voting aye, it was ordered that the following items be approved.
ELECTION OF PRESIDENT
A performance evaluation was conducted, and Baker Pattillo was reelected president of Stephen F. Austin State University at an annual salary of $291,720, effective September 1, 2010.
ELECTION OF GENERAL COUNSEL
A performance evaluation was conducted, and Damon Derrick was reelected interim general counsel at an annual salary of $60,000, effective September 1, 2010.
ELECTION OF DIRECTOR OF AUDIT SERVICES
A performance evaluation was conducted, and Gina Oglesbee was reelected director of Audit Services at an annual salary of $106,080, effective September 1, 2010.
ELECTION OF COORDINATOR OF BOARD AFFAIRS
A performance evaluation was conducted, and Judy Buckingham was reelected coordinator of board affairs at an annual salary of $44,064, effective September 1, 2010.-4-
PERSONNEL
BOARD ORDER 10-34
Upon motion by Regent Dickerson, seconded by Regent Ertz, with all members voting aye, it was ordered that the following personnel items be approved:
FACULTY APPOINTMENTS FOR 2010 – 2011
BUSINESS
Danny Arnold, Dean of the College of Business and Professor of Business, D.B.A. (Louisiana Tech University), at an annual salary of $180,000 for 100 percent time, effective August 1, 2010.
Kelly Gail Noe, Assistant Professor of Accounting, M.B.A. (Stephen F. Austin State University), at an academic year salary of $105,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by September 1, 2011.
EDUCATION
Judy Abbott, Dean of the College of Education and Professor of Education, Ph.D. (University of Texas), at an annual salary of $135,000 for 100 percent time, effective August 1, 2010.
Brandon Burr, Assistant Professor of Human Sciences, M.A. (Oklahoma State) at an academic year salary of $52,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by August 31, 2010.
Pamela Cheatham, Instructor of Elementary Education, M.S. (Texas A&M University) at an academic year salary of $49,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by May 31, 2016.
Robin Johnson, Instructor of Elementary Education, M.S. (Texas A&M University), at an academic year salary of $49,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by December 31, 2010.
Leah Kahn, Instructor of Elementary Education, M.Ed. (Stephen F. Austin State University), at an academic year salary of $50,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by May 31, 2016.
Vicki Seeger, Assistant Professor of Elementary Education, Ph.D. (Kansas State University), at an academic year salary of $50,000 for 100 percent time, effective September 1, 2010.-5-
Robbie Steward, Chair and Professor of Human Services, Ph.D. (University of Oklahoma) at an annual salary of $110,000 for 100 percent time, effective August 1, 2010.
FINE ARTS
Joseph Alberti, Assistant Professor of Theatre, Ph.D. (University of Texas), at an academic year salary of $44,500 for 100 percent time, effective September 1, 2010.
Nathan Nabb, Associate Professor of Music, D.M.A. (Northwestern University), at an academic year salary of $53,000 for 100 percent time, effective September 1, 2010.
Linda Post, Assistant Professor of Art, M.F.A. (Vermont College of Fine Arts), at an academic year salary of $47,500 for 100 percent time, effective September 1, 2010.
FORESTRY AND AGRICULTURE
Jeremy Stovall, Assistant Professor of Forestry M.S. (University of Vermont) at an academic year salary of $52,500 for 100 percent time effective August 1, 2010, contingent upon completion of doctorate by August 31, 2010.
LIBERAL AND APPLIED ARTS
Weixia Chen, Assistant Professor of Government, Ph.D. (University of Southern California), at an academic year salary of $50,000 for 100 percent time, effective September 1, 2010.
Steven Estrada, Visiting Assistant Professor of Psychology, M.A. (Cornell University), at an academic year salary of $43,000 for 100 percent time, effective September 1, 2010, contingent upon completion of doctorate by August 31, 2010.
Sarah Savoy, Assistant Professor of Psychology, M.A. (Southwestern Louisiana University), at an academic year salary of $46,000 for 100 percent time, effective September 1, 2010.
Kierah Weber, Instructor/Intern of Government, M.A. (Stephen F. Austin State University), at an academic year salary of $32,000 for 100 percent time, effective September 1, 2010.-6-
STAFF APPOINTMENTS FOR 2010 – 2011
ADMISSIONS
Kenneth Felts, International Programs Coordinator, at an annual salary of $35,000 for 100 percent time, effective July 19, 2010.
ATHLETICS
John Critzer, Assistant Coach for Volleyball, at a 10.5 month salary of $25,462 for 100 percent time, effective July 19, 2010.
A‘Quonesia Franklin, Assistant Coach for Women’s Basketball, at a 10.5 month salary of $44,500 for 100 percent time, effective May 10, 2010.
Jodi Greve, Assistant Coach for Women’s Basketball, at a 10.5 month salary of $55,025 for 100 percent time, effective May 10, 2010.
Andrew Majors, Assistant Coach for Women’s Basketball, at a 10.5 month salary of $41,931 for 100 percent time, effective July 5, 2010.
Lindsey Lee Morgan, Assistant Coach for Soccer, at a 10.5 month salary of $24,720 for 100 percent time, effective July 26, 2010.
Paul Nagy, Assistant Coach for Soccer, at a 10.5 month salary of $32,009 for 100 percent time, effective May 3, 2010.
Staci Ramsey, Assistant Coach for Softball, at a 10.5 month salary of $24,000 for 100 percent time, effective July 19, 2010.
Kellen Sampson, Assistant Coach for Men’s Basketball, at a 10.5 month salary of $37,000 for 100 percent time, effective May 3, 2010.
INFORMATION TECHNOLOGY SERVICES
Kalen Smith, Programmer Analyst I, at an annual salary of $34,449 for 100 percent time, effective June 7, 2010.
INTERNATIONAL PROGRAMS
Oresta Felts, Coordinator of International Programs, at an annual salary of $36,000 for 100 percent time, effective August 2, 2010.-7-
PUBLIC AFFAIRS
Elma Gildenhuys, Publication Specialist, at an annual salary of $39,500 for 100 percent time, effective April 26, 2010.
RESIDENCE LIFE
Daniel Byars, Hall Director, at an annual salary of $28,000 for 100 percent time, effective July 19, 2010.
Kayla Knox, Hall Director, at an annual salary of $28,000 for 100 percent time, effective June 7, 2010.
Genevra Lynn, Program Coordinator, at an annual salary of $32,000 for 100 percent time, effective May 24, 2010.
Kyle McCracken, Area Coordinator, at an annual salary of $32,000 for 100 percent time, effective June 21, 2010.
Gabriela Osria, Hall Director, at an annual salary of $28,000 for 100 percent time, effective July 19, 2010.
SCIENCES AND MATHEMATICS
Sherry Anthony, Lab Coordinator in Biology, at an academic year salary of $35,000 for 100 percent time, effective September 1, 2010.
CHANGES OF STATUS FOR 2010 – 2011
ATHLETICS
Mark Nichols, from Assistant Coach for Men’s Basketball (3rd Assistant Position) at a 10.5 month salary of $33,256 for 100 percent time, to Assistant Coach for Men’s Basketball (2nd Assistant Position) at a 10.5 month salary of $48,074 for 100 percent time, effective May 3, 2010.
EDUCATION
Christy Leduff, from Teacher at an annual salary of $30,900 for 100 percent time, to Master Teacher at an annual salary of $46,732 for 100 percent time, effective June 1, 2010.
Gloria Gresham, from Assistant Professor of Education at an academic salary of $54,244 for 100 percent time, to Associate Professor of Education at an academic year salary of $54,794 for 100 percent time, effective September 1, 2010. -8-
FINANCIAL AID
Sara Wilkerson, from Financial Aid Specialist I at an annual salary of $23,175 for 100 percent time, to Financial Aid Officer at an annual salary of $33,000 for 100 percent time, effective May 17, 2010.
INFORMATION TECHNOLOGY SERVICES
Tristan Adams, from Programmer Analyst I at an annual salary of $35,005 for 100 percent time, to Programmer Analyst II at an annual salary of $42,000 for 100 percent time, effective May 7, 2010.
Timothy Lewallen, from Technical Support Specialist II at an annual salary of $34,688 for 100 percent time, to Assistant Manager of Technical Support at an annual salary of $45,000 for 100 percent time, effective April 22, 2010.
Jason Lisenby, from Manager of Technical Support at an annual salary of $50,034 for 100 percent time, to Manager of Technical Support with additional duties at an annual salary of $55,500 for 100 percent time, effective April 1, 2010.
Stephen Watson, from Systems Programmer II at an annual salary of $57,560 for 100 percent time, to Systems Manager at an annual salary of $60,000 for 100 percent time, effective April 1, 2010.
OFFICE OF RESEARCH AND SPONSORED PROGRAMS
Christine Hennessey, from Librarian II at an annual salary of $45,750 for 100 percent time, to Research Development Specialist at an annual salary of $49,500 for 100 percent time, effective June 21, 2010.
LIBERAL AND APPLIED ARTS
Kimberly Squyres, from Graduate Teaching Assistant in Communication and Contemporary Culture at a semester salary of $4,613 for 50 percent time, to Visiting Lecturer in Communication and Contemporary Culture at an academic year salary of $36,000 for 100 percent time, effective September 1, 2010.
REGISTRAR
Lynda Langham, from Interim Register at an annual salary of $48,255 for 100 percent time, to Registrar at an annual salary of $71,757 for 100 percent time, effective May 17, 2010.
STUDENT AFFAIRS
Kenneth Norris, from Assistant Director of Facility and Member Services at an annual salary of $40,016 for 100 percent time, to Interim Director of Campus -9-
Recreation at an annual salary of $47,216 for 100 percent time, effective June 5, 2010.
RETIREMENTS
Patty Ellison, Associate Professor of Nursing, effective March 31, 2010
Sharron Graves, Assistant Professor of Accounting, effective July 31, 2010
Janie Kenner, Professor of Human Sciences, effective May 30, 2010
Patrick Thurman, Administrator Database III, Information Technology Services, effective August 31, 2010.
BOARD ORDER 10-35
Upon motion by Regent Boyer, seconded by Regent McCarty, with all members voting aye, it was ordered that the following personnel item be approved:
HOLIDAY SCHEDULE FOR 2010-2011
WHEREAS, the board considered the following:
Twelve holidays are allowed by the state for 2010-2011. The following schedule of 16 days would allow the campus buildings to be shut down for ten days during the Christmas break and nine days during Spring Break, which will result in significant energy savings. Employees would be required to take vacation or comp time on December 30 and 31 and March 17 and 18.
September 6 Monday Labor Day
November 25 Thursday Thanksgiving Day
November 26 Friday Day after Thanksgiving
December 24 Friday Christmas Eve
December 27 Monday Substitute Veteran’s Day
December 28 Tuesday Substitute Confederate Heroes’ Day
December 29 Wednesday Substitute MLK Day
December 30 Thursday Employees take vacation or comp time
December 31 Friday Employees take vacation or comp time
March 14 Monday Spring Break - Substitute President’s Day
March 15 Tuesday Spring Break - Substitute Texas Independence Day
March 16 Wednesday Spring Break - Substitute San Jacinto Day
March 17 Thursday Spring Break - Employees take vacation/comp time
March 18 Friday Spring Break - Employees take vacation/comp time
May 30 Monday Memorial Day
July 4 Monday Independence Day
THEREFORE, it was ordered that the Holiday Schedule for 2010-2011 be approved as presented.-10-
ACADEMIC AND STUDENT AFFAIRS
BOARD ORDER 10-36
Upon motion by Regent Dickerson, seconded by Regent Garrett, with all members voting aye, the following academic and student affairs items were approved:
SMALL CLASSES FOR MAYMESTER AND SUMMER I 2010
WHEREAS, the following was considered by the board members: Texas Higher Education Coordinating Board rules require that all regular organized undergraduate classes with fewer than ten students enrolled and regular graduate classes with fewer than five students enrolled be approved by the Board of Regents. Under policies established by the board, such classes can only be taught for specific reasons, such as the course being needed for students to meet graduation requirements, etc. Courses for Maymester and Summer I 2010 are listed in Appendix 1.
THEREFORE, it was ordered that the Maymester and Summer I 2010 small class list in Appendix 1 be approved.
COURSE TYPE CHANGES
WHEREAS, the following was considered by the board members: A number of courses are listed incorrectly as to activity type and require changes, in order to be in compliance with state guidelines. After approval by the Board of Regents, changes are submitted to the Texas Higher Education Coordinating Board.
THEREFORE, it was ordered that the following undergraduate course activity type changes be approved.
College
Department
Course #
Old Activity Type
New Activity Type
FOR
Agriculture
ANS 131L
PRA
LAB
FOR
Agriculture
ANS 342L
PRA
LAB
FOR
Agriculture
PLS 237L
PRA
LAB
FOR
Agriculture
PLS 437L
PRA
LAB
FOR
Agriculture
PLS 537L
PRA
LAB
FOR
Forestry
ENV 503L
PRA
LAB
FOR
Forestry
ENV 512L
PRA
LAB
FOR
Forestry
ENV 514L
PRA
LAB
FOR
Forestry
ENV 515L
PRA
LAB
FOR
Forestry
FOR 486L
PRA
LAB
FOR
Forestry
FOR 509L
PRA
LAB
FOR
Forestry
FOR 551L
PRA
LAB
FOR
Forestry
GIS 425L
PRA
LAB
EDU
Human Sciences
HMS 137L
PRA
LAB
EDU
Human Sciences
HMS 139L
PRA
LAB
EDU
Human Sciences
HMS 206 L
PRA
LAB
EDU
Human Sciences
HMS 208L
PRA
LAB
EDU
Human Sciences
HMS 241L
PRA
LAB
EDU
Human Sciences
HMS 412 L
PRA
LAB -11-
INTERCOLLEGIATE ATHLETIC POLICIES AND PROCEDURES MANUAL REVISIONS
WHEREAS, the following was considered by the board members: In accordance with NCAA requirements the university adopted an Intercollegiate Athletic Policies and Procedures Manual in 1994. This policy manual is annually reviewed and approved by the board in its July meeting. Minor policy and/or procedure changes have occurred since the July 2009 revision and are included in Appendix 2.
THEREFORE, it was ordered that the revisions to the Athletic Policies and Procedures Manual be approved as presented in Appendix 2.
DESIGNATION OF ADMINISTRATOR FOR IMPLEMENTATION OF TEXAS EDUCATION CODE SEC. 51.974, AS AMENDED (EXECUTIVE SESSION ITEM)
WHEREAS, the following was considered by the board members: In House Bill 2504, the 81st Texas Legislature amended Section 51.974 of the Texas Education Code to provide that certain information, including course syllabus, curriculum vitae for each instructor, and departmental budget if available, be included on the university’s Web site. Such information must be accessible from the university’s Web site home page by not more than three clicks, searchable by keywords and phrases, and available without requiring registration or other user identification. The information is to be available on the Web page no later than the seventh day after the first day of classes of the semester or term which the course is offered. Amended Section 51.974 requires the governing body of the institution to designate an administrator to be responsible for ensuring implementation of these requirements.
THEREFORE, it was ordered that Dr. Richard Berry, provost and vice president for academic affairs, be designated as the administrator responsible for ensuring implementation of Texas Education Code Sec. 51.974, as amended.
BUILDING AND GROUNDS
BOARD ORDER 10-37
Upon motion by Regent McCarty, seconded by Regent Dickerson, with all members voting aye, it was ordered that the following item be approved:
UTILITY EASEMENT FOR ONCOR ELECTRIC DELIVERY COMPANY
WHEREAS, the following was considered by the board members: Oncor Electric Delivery Company LLC has requested an expansion of the easement on university property that extends from the Pine Crest Subdivision to East Starr Avenue along Appleby Sand Road. Oncor plans to make improvements to the utility lines in the existing easement space and would like an additional five feet of space to manage forest encroachment. University representatives analyzed the site and determined the easement expansion should cause minimal impact to the current use of our property and facilities.-12-
THEREFORE, it was ordered that an easement be granted as requested by Oncor Electric Delivery Company LLC along Appleby Sand Road as described in the survey and field notes prepared by Lacy Surveying Inc. dated April 27, 2010. The president was authorized to sign the Easement and Right of Way and other associated documents as negotiated between SFA and Oncor to effectuate the granting of the easement.
BOARD ORDER 10-38
Upon motion by Regent McCarty, seconded by Regent Thompson, with all members voting aye, it was ordered that the following item be approved:
APPROVAL OF THE FISCAL YEAR 2010-11 CAPITAL INFRASTRUCTURE PLAN
WHEREAS, the following was considered by the board members: The university has a long term campus infrastructure plan that addresses capital renewal, deferred maintenance and renovation projects. The 2010-11 capital plan addresses the university’s current infrastructure needs. The 2010-11 capital infrastructure plan includes academic, student life, building and life safety initiatives.
THEREFORE, it was ordered that the $3,027,286 fiscal year 2010-11 capital infrastructure plan be approved. The plan is detailed in Appendix 3 and includes new construction, campus improvement, deferred maintenance, and renovation. Each project in Appendix 3 was funded at a level not to exceed the item cost, the source of funds used as described and the president was authorized to sign associated purchase orders.
FINANCIAL AFFAIRS
BOARD ORDER 10-39
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following item be approved:
SELECTION OF AN INVESTMENT MANAGEMENT FIRM
WHEREAS, the following was considered by the board members: Pursuant to Chapter 2256 of the Texas Government Code, known as the Texas Public Funds Investment Act, the governing body of an investing entity may contract with an investment management firm to provide for the investment and management of its public funds or other funds under its control. A contract may not be for a term longer than two years. A renewal or extension of the contract must be made by the governing body of the investing entity by order, ordinance, or resolution. The current investment management contract ends on August 31, 2010.
Stephen F. Austin State University, the SFA Foundation, and the Alumni Foundation issued a joint request for proposals (RFP) for external investment fund management. The proposals were analyzed and three finalists were selected to appear before the finance committee of the Board of Regents and members of the SFA Foundation and Alumni Foundation. The joint meeting produced a unanimous selection of The LMT Wealth -13-
Management Group of Merrill Lynch as the firm best qualified to serve as the investment management firm for all three entities.
THEREFORE, it was ordered that The LMT Wealth Management Group of Merrill Lynch be selected as external investment management firm for the university. The president was authorized to sign the contract with the investment management firm.
BOARD ORDER 10-40
Upon motion by Regent Garrett, seconded by Regent McCarty, with all members voting aye, it was ordered that the following items be approved:
ATHLETIC PROGRAMS INSURANCE
WHEREAS, the following was considered by the board members: The NCAA provides catastrophic coverage for athletic injuries that exceed $75,000. SFA has a self-insured retention plan for athletic medical excess insurance to cover injuries not addressed by the NCAA. The university is currently utilizing agent services of Bob McCloskey for athletic insurance with UTICA Mutual as the underwriter. The existing policy expires on July 31, 2010. Current policy expenditures are $36,742 for coverage to date with the self-insured retention plan set at $176,000. The university solicited proposals for a new policy. The State Office of Risk Management must approve the contract.
THEREFORE, it was ordered that the university continue athletic insurance coverage for fiscal year 2010-11 that provides the best value to the university. Approval was given to obtain athletic insurance coverage for the 2010-11 athletic seasons. The president was authorized to sign the contract. Auxiliary funds will be used to purchase the insurance coverage.
GENERAL LIABILITY INSURANCE
WHEREAS, the following was considered by the board members: The university is currently utilizing agent services of Wells Fargo for general liability insurance with United Educators as the underwriter. Current policy expenditures are $114,306.00 for coverage through September 1, 2010. The current coverage expires on August 31, 2010. A bid proposal has been issued for 2010-11 general liability insurance coverage. The State Office of Risk Management (SORM) must approve any negotiated insurance contract.
THEREFORE, it was ordered that the university continue its coverage and enter into a best value general liability insurance contract. The president was authorized to sign the contract. -14-
PURCHASE OF ELECTRIC UTILITIES FROM DEEP EAST TEXAS ELECTRIC CO-OP FOR FY 2010-11
WHEREAS, the following was considered by the board members: The university utilizes regulated electricity from the Deep East Texas Electric Co-Op to serve the Todd Agricultural Research Center and the Temple-Eastex Forestry Laboratory. Fiscal year 2008-09 total expenditures were $69,214 and fiscal year 2009-10 expenditures as of May 31, 2010 were $59,205.
THEREFORE, it was ordered that the university purchase electricity from the Deep East Texas Electric Co-Op to serve the Todd Agricultural Research Center and the Temple-Eastex Forestry Laboratory for fiscal year 2010-11. The president was authorized to sign the purchase order.
PURCHASE OF WATER, SANITARY SEWER AND LANDFILL SERVICES FOR FY 2010-11
WHEREAS, the following was considered by the board members: The university utilizes water, sanitary sewer and landfill services provided by the city of Nacogdoches. Fiscal year 2008-09 expenditures were $1,417,000 and fiscal year 2009-10 expenditures as of May 31, 2010 were $1,075,046.
THEREFORE, it was ordered that the university purchase water, sanitary sewer and landfill services from the city of Nacogdoches for fiscal year 2010-11. The president was authorized to sign the purchase order.
INSTALLMENT FEE FOR TUITION, FEES, ROOM AND BOARD PAYMENT PLANS
WHEREAS, the following was considered by the board members: Stephen F. Austin State University offers installment plans in accordance with Texas Education Code 54.007. The university currently assesses a fee depending on the types of charges being paid in installments. The same fee rates have been in effect for more than fifteen years:
$15 - tuition and fees only
$25 - tuition, fees, room and board
In conjunction with the fall 2010 Banner student system installation, SFA is implementing the TouchNet installment plan as part of the TouchNet payment gateway. The TouchNet software only allows a single rate for installment fee charges.
THEREFORE, it was ordered that the installment fee be changed to a flat $25 per semester or term, effective with the fall 2010 semester. -15-
XEROX COPIER LEASES FOR SFA PRINTING SERVICES
WHEREAS, the following was considered by the board members: Printing Services digital copy area currently depends upon three high volume Xerox production units which are 5 to 10 years old at a monthly cost of $6,460.49. Xerox has agreed to replace all three units with three newer units available on state contracts that will have a total monthly cost of $6,874.59. The savings on monthly overage costs and employee work hours will more than compensate for this difference. Printing Services income will pay all costs associated with these leases.
THEREFORE, it was ordered that the university terminate two existing copier leases with Xerox, trade-in a 10-year old Xerox unit, and replace them with three new copier lease agreements for two 4112 units and a color 700 unit with Xerox Free Flow print servers at a cost not to exceed $412,475.40 over the five-year term of the leases. The president was authorized to sign contracts and purchase orders. The source of funding will be designated funds.
BOARD ORDER 10-41
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following item be approved:
APPROVAL OF THE FRESHMAN RESIDENCE HALL AND PARKING GARAGE BUDGET
WHEREAS, the following was considered by the board members: At the July 21, 2009 meeting, the SFA Board of Regents authorized the university to seek approvals from the Texas Higher Education Coordinating Board, Texas Public Finance Authority, and Bond Review Board to issue revenue financing bonds of $35,000,000 to construct a freshman residence hall and parking garage. On March 29, 2010, the university issued the bonds.
THEREFORE, it was ordered that the Freshman Residence Hall and Parking Garage budget be approved at a level not to exceed $37,000,000. The president was authorized to sign associated purchase orders. The fund sources will be revenue bond proceeds and auxiliary fund balance.
BOARD ORDER 10-42
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following item be approved:
GRANT AWARDS FOR FY10 AWARDED BETWEEN APRIL 1, 2010 AND JUNE 24, 2010
WHEREAS, the following was considered by the board members: Since the fiscal year 2009-10 budget was approved, the university has received grant awards that total $24,203,062. Those include multi-year awards and represent a total increase of $12,277,273 since the last report. Total grant awards allocable to fiscal year 2010 are -16-
$13,219,787. That total represents an increase of $3,583,138 since the last report. The grant awards result from extensive faculty research and service engagement across many academic disciplines. The grants include direct federal, federal pass through, state and private awards.
THEREFORE, it was ordered that the additional fiscal year 2010 grant awards that total $3,583,138 be approved and ratified. The grant awards are detailed in Appendix 4.
BOARD ORDER 10-43
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following item be approved:
ADOPTION OF THE FISCAL YEAR 2010-11 INSTITUTIONAL BUDGET
WHEREAS, the following was considered by the board members: In accordance with Article III of the Appropriation Bill for the 2010-11 biennium, the recommended institutional budget totaling $ 214,300,789 for the 20010-11 fiscal year is submitted for approval. The 2010-11 proposed budget includes state funding reductions, a 3.95% increase in tuition and fees and room and board increases. The proposed budget includes faculty and staff salary equity adjustments, an increase for faculty promotions, and staff reclassifications. A detailed Higher Education Fund allocation is included in Appendix 5.
THEREFORE, it was ordered that the fiscal year 2010-2011 institutional budget of $214,300,789 be approved as presented.
BOARD ORDER 10-44
Upon motion by Regent Garrett, seconded by Regent Ertz, with all members voting aye, it was ordered that the following items be approved:
ADOPTION OF THE FISCAL YEAR 2010-11 CAPITAL INFRASTRUCTURE BUDGET
WHEREAS, the following was considered by the board members: The university has developed a comprehensive institutional capital infrastructure plan for fiscal year 2010-11. The 2010-11 capital infrastructure plan includes academic, student life, building and life safety initiatives
THEREFORE, it was ordered that the fiscal year 2010-11 capital infrastructure budget of $3,027,286 be approved as presented in Appendix 3. Sources of funding are detailed in specific action items.
ADOPTION OF THE FISCAL YEAR 2010-11 CAPITAL OPERATING PLAN BUDGET
WHEREAS, the following was considered by the board members: The capital plan includes capital operating needs as well as infrastructure needs. The 2010-11 capital operating -17-
plan addresses the university’s current major capital operating needs. The plan includes information technology, vehicle and life safety initiatives.
THEREFORE, it was ordered that the $1,816,000 fiscal year 2010-11 capital operating plan be approved. The plan is detailed in Appendix 3. Each project in Appendix 3 was funded at a level not to exceed the item cost, the source of funds used as described and the president was authorized to sign associated purchase orders.
UNIVERSITY POLICIES AND PROCEDURES
BOARD ORDER 10-45
Upon motion by Regent Dickerson, seconded by Regent McCarty, with all members voting aye, it was ordered that the policy revisions as presented in Appendix 6 be adopted.
REPORTS
President Pattillo reported on the following:
Significant dates
Texas Public Finance Authority
Legislative Budget Board Request for 2012-2013
Gina Oglesbee reported on the following:
Public Funds Investment Act Compliance Audit
SACS Financial Review
Facilities Audit
Risk Assessment
Quality Assurance Review
Update on Annual Audit Plan
Dr. Ken Collier reported from the Faculty Senate:
Senate Goals/Initiatives for 2010-2011
Improving the Campus Culture
Enhancing the Faculty Community
Building Campus Communication
Expanding Work with University Committees
Coping with Budget Cuts
Andy Teel reported from the Student Government Association:
Introduction of Vice President and Speaker of Senate
Archie McDonald Speaker Series
Fan Bus and Service Project
2010 Watermelon Bash
The meeting was adjourned at 10:40 a.m.Texas Higher Education Coordinating Board Rules Currently in Effect (9-2006)
Chapter 5. Rules Applying to Public Universities and/or Health-Related Institutions of Higher Education in Texas Subchapter B. Role and Mission, Tables of Programs, Course Inventory
§5.23 Definitions
§5.23.5 Organized classes--Classes whose primary mode of instruction is lecture, laboratory, or seminar.
§5.23.8 Small classes--Undergraduate level classes with less than 10 registrations, and graduate level classes with less
than five registrations.
§5.26 Offering of Small Classes by Public Universities
In accordance with Texas Education Code, §51.403(d}, public universities may offer organized small classes which:
§51.403(d.l) have been approved by the governing board of the university;
§51.403(d.2) is a required course for graduation (the course is not offered each semester or term, and, if canceled, may
affect the date of graduation of those enrolled);
§51.403(d.3) is a required course for majors in this field and should be completed this semester (or term) to keep proper
sequence in courses;
§51.403(d.4) is a course in a newly established degree program, concentration, or support area;
§51.403(d.5} is part of an interdepartmental (cross-listed) course taught as a single class by the same faculty at the
same station, provided that the combined enrollments do not constitute a small class;
§51.403(d.6) is a first-time offering of the course;
§51.403(d.7} is class size-limited by accreditation or state licensing standards;
§51.403(d.8) is class size-limited by availability of laboratory or clinical facilities; or
§51.403(d.9} is voluntarily offered by a faculty member in excess of the institutional teaching load requirement and for
which the faculty member receives no additional compensation.
Source Note: The provisions of this §5.26 adopted to be effective May 28, 2003, 28 TexReg 4124
Appendix 1
SMALL CLASSES
Summer I 2010
Section ID
Title
Number Enrolled
Credit Hour Value
Total Credit Hours
Texas Education Code Offering Compliance
ELE 304 001
TECHNOLOGY IN TEACHING
9
3
27
§51.403 (d.3)
HMS 409 201
APPLIED NUTRITION
2
3
6
§51.403 (d.1)
SED 370 002
INTRODUCTION TO PEDAGOGY
8
3
24
§51.403 (d.3)
MTC 561 588
ADVANCED ANALYSIS
4
2
8
§51.403 (d.3)
MHL 350 501
MUS FOR CHILD I
8
3
24
§51.403 (d.3)
THR 471 001
IRISH THR & DRAMA
9
3
27
§51.403 (d.2)
THR 471 002
IRISH THR & CULTURE
9
3
27
§51.403 (d.2)
MCM 409 001
BROADCAST SALES
6
3
18
§51.403 (d.3)
PSC 397 001
STUDY ABROAD-CHINA
1
3
3
§51.403 (d.6)
HIS 313 001
HISTORY OF CHINA
2
3
6
§51.403 (d.6)
HIS 318 001
ANCIENT WORLD
9
3
27
§51.403 (d.2)
PSY 375 001
ABNORMAL PSYCH
6
3
18
§51.403 (d.2)
BIO 353 001
ECONOMIC ENTOMOLOGY
7
4
28
§51.403 (d.2)
PHY 101 001
GEN PHYSICS I
8
3
24
§51.403 (d.2)
PHY 101L020
GEN PHYS I LAB
8
1
8
§51.403 (d.2)
Small Class Hours
275
Total Summer 1 Hours
22,062
Percentage
1.25%
Date: ___________________________ Approval: _______________________________________
Course Information
Appendix 1
Intercollegiate Athletic Policies and Procedures Manual
Proposed Revisions July, 2010
POLICY NAME
POLICY #
ACTION/CHANGE
FAR Job Description
302Q
New job description
Academic Services Assistant
302R
New job description
Videographer Job Description
302S
New job description
Budget Control Statement
401D
Deleted policy, no longer used because of Banner
Purchasing Procedures
404
Major rewrite
Goods & Services
405A
Major rewrite
Travel & Entertainment
405C
Minor wording change
Telephones
407
Updated cellular policy and NCAA record request
Complimentary Tickets
408C
Major rewrite
Business Contracts
410
Remove AAD from contracts
SA Conduct & Ethics
501
Added social networking policy
SA Recruitment
502A
Minor changes to meet NCAA requirements
SA Eligibility
502C
Minor changes to meet NCAA requirements
SA Financial Aid
502D
Minor changes to meet NCAA requirements
SA Non-recruited
502E
Minor change
SA Academic Policy
503A
Minor change
Summer School Policy
503B
Minor wording change
Text Books
503C
Minor revision
SA Food Service
504B
Minor change
SA Awards
505
Minor change
SA Medical Policy
506A
Added concussion management policy & minor changes
SA Employment
507A
Major rewrite
Staff Hiring
508B
Major rewrite
Individual Travel
601A
Minor changes to include Banner system
Travel Team
601B
Minor rewrite to meet SFA travel policy
Prospective SA Travel
601C
Minor changes
Facility Usage
604A
Major rewrite
Music & Entertainment
605C
Minor changes, solicitation change for Lalley
Events Staging
605D
Minor changes, added additional sport duties
Post Season Competition
605E
Minor change
Media Coverage
606A
Minor change
Publicity Material
606C
Minor change
Media Event Coverage
606D
Minor change
Appendix 2
1
302Q:1
JOB DESCRIPTION
FACULTY ATHLETIC REPRESENTATIVE
Reports To: President
Positions Directly Supervised: None
Basic Function
The Faculty Athletics Representative (FAR) is involved in the assurance of the academic integrity of the athletics program and in the maintenance of the welfare of the student-athlete. Serves as the senior faculty advisor on intercollegiate athletics to the President.
Duties and Responsibilities
1. Chairs the Intercollegiate Athletic Council.
2. Meets monthly with the President to provide advice that reflects the traditional values of the faculty as they pertain to the academic integrity of the athletics program.
3. Meets regularly with the Director of Athletics to discuss all aspects of the athletics program.
4. Meets regularly with the Associate Athletic Director for Compliance & Student Services and the Assistant Athletic Director for Student Services to review academic issues.
5. Reviews the operation of the academic support staff to determine the academic well being of the student-athletes.
6. Reviews the mid term and final grades of all student-athletes, and with the AADSS, counsels the academic at-risk students if requested.
7. Ensures those academic services such as tutorials, study halls, academic advising and other services are available to student-athletes.
8. Represents the University as a faculty delegate to Southland Conference meetings and any special meetings of the NCAA.
9. Meets as needed with the Senior Woman Administrator to discuss any special concerns related to women’s athletics.
10. Monitors Title IX and Gender Equity issues.
11. Exercises meaningful oversight of those aspects of the athletics program that interact with other offices and departments on the campus (e.g., admissions, registrar, financial aid).
Appendix 2
2
302Q:2
12. Monitors the effectiveness of the compliance practices of the Athletics Department.
13. Active in rule-education efforts and aware of all NCAA and Southland Conference rules violations that are detected and reported.
14. Monitors the process and procedure utilized in certifying student-athletes as eligible for practice and competition.
SFA
7/2010
Appendix 2
3
302R:1
JOB DESCRIPTION
Athletic Academic Services Assistant
Reports To: Assistant Athletic Director for Student Services
Positions Directly Supervised: None
Basic Function
Responsible for providing comprehensive academic advising and support services programs to assigned student-athletes. Responsible for coordinating and monitoring student-athlete’s degree progress and NCAA academic eligibility; assigning and verifying study hall hours and coordinating tutorial sessions; conducts proactive mentoring with identified at-risk student-athletes; and assists with recruitment of prospective student-athletes.
Duties and Responsibilities
1. Oversees the academic progress of assigned student-athletes by monitoring continuing eligibility and degree progression using NCAA, SLC and University guidelines.
2. Monitors, tracks, and projects academic eligibility, grade point average, academic performance rating, admissions status, etc. Report findings and analysis to appropriate Head Coach as needed.
3. Advises, mentors and counsels assigned student-athletes in academic curricula, graduation requirements, and University policies and procedures.
4. Identifies and works closely with at-risk student-athletes to ensure continued eligibility and academic success.
5. Provides registration advising and services in accordance with University, conference and NCAA regulations.
6. Assists in the design and implementation of comprehensive academic advising and support services for student-athletes.
7. Liaisons with faculty and advisors regarding academic progress/deficiencies, class time missed due to team travel, and other circumstances regarding class attendance or special needs.
8. Serves as liaison to campus academic support services.
9. Assists with coordination of tutorial program and study hall. May supervise tutors during study sessions.
10. Disseminates academic status information, deadlines, and related materials to student-athletes.
11. Compiles, maintains, and analyzes accurate and complete academic records and reports for student-athletes.
Appendix 2
4
302R:2
12. Assists with recruiting by meeting with recruits and presenting academic services presentations.
13. Assists student-athletes with admissions and registration processes.
14. Assists with new student-athlete orientation.
15. Contributes to team effort by regularly keeping coaching staff abreast of team academic issues.
16. Generates required statistical reports to fulfill University and outside agency requirements.
17. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the Southland (SLC).
18. Compliance matters will also be included in your annual Performance Management Review.
19. Performs other duties as assigned by the Athletic Director.
SFA
7/2010
Appendix 2
5
302S:1
JOB DESCRIPTION
VIDEOGRAPHER
Reports To: Assistant Athletic Director for External Affairs
Positions Directly Supervised: Student Assistants
Casual Workers
Basic Function
This is a professional position responsible for overseeing the external video services for the Department of Intercollegiate Athletics. Responsible for the operation and content of video boards at Homer Bryce Stadium and the William R. Johnson Coliseum; producing a weekly television show for the department and producing recruiting videos, promotional videos, etc; and hiring, supervising and scheduling production crews. Works under general supervision, with moderate latitude for the use of initiative and independent judgment..
Duties and Responsibilities
1. Designs, composes and directs creative audiovisual productions, including planning for use of talent, visualization of script and use of graphics.
2. Oversees all external video services, including production, writing, taping, editing and website streaming for the Department of Intercollegiate Athletics.
3. Supervises student, contract video and professional crews, including the recruiting, scheduling and hiring of crews for live productions.
4. Provides technical direction during live events, including website streaming if necessary.
5. Produces a weekly television show for department, including shooting video of practices, games and other activities; editing features; studio set-up; and direction.
6. Produces departmental recruiting videos, highlight films, promotional videos, videos for special events and the department’s website.
7. Sets up and operates equipment such as cameras, lights and microphones to film and record productions, and edits for production using computer-assisted and other special effect audiovisual equipment.
8. Assesses needs of the department and meets those needs within the department’s time schedule and budget.
9. Assesses equipment capabilities and user needs to recommend the purchase of new equipment or the modification of existing hardware.
10. Supports production and trafficking of advertising content for athletics event video boards. Appendix 2
6
302S:2
11. Designs graphics and animation.
12. Abides by all rules of the National Collegiate Athletics Association (NCAA) and the Southland Conference (SLC).
13. Compliance matters will also be included in the annual Performance Management Review.
14. Performs other duties and assists with special projects as assigned.
SFA
7/2010
Appendix 2
7
404:1
PURCHASING PROCEDURES
The Stephen F. Austin State University’s Purchasing and InventoryProcurement and Property Services Department has been charged by the Board of Regents with the responsibility for securing competitive bids to obtain maximum value from University expenditures, maintaining liaison with vendors, coordinating the procurement of goods and services for the University and developing the most cost effective supplier sources for equipment, services and materials for the University.
It is the policy of the Department of Intercollegiate Athletics that all Departmental purchase transactions are conducted by the Assistant Athletic Director for Business Affairs. It is the responsibility of the Assistant Athletic Director for Business Affairs to ensure that proper purchasing procedures are followed.
Purchase Requests
All requests for the purchase of goods and service must be made by the Assistant Athletic Director for Business Affairs. Requests for goods and services from internal service units, as well as outside vendors are made electronically through the University Ffinancial Records Ssystem (Banner). The Assistant Athletic Director for Business Affairs completes the form and electronically transmits the document to the Purchasing and InventoryProcurement and Property Services Department.
A staff member requesting an item for purchase must provide the Assistant Athletic Director for Business Affairs with a specific description of the required item, a vendor name, if appropriate, and thean estimated unit cost of each item requested.
Employees of the University are cautioned, under no circumstances to accept payments or gifts from vendors. (See Policy 508A, Departmental Staff: Conduct and Ethics in this Manual for additional business ethics directives.
• Interdepartmental Transfer (IDT)
The Department may charge purchase of goods and services from other departments within the University by an Interdepartmental Transfer (IDT). Interdepartmental transfers are initiated by the Department through several channels, as appropriate. The Department strictly adheres to the normal purchasing process except for goods or services acquired through the use of an IDT.
Interdepartmental transfers are not to be used to transfer capital equipment from one Department to another. Such transfers are handled by property management personnel within the Purchasing and InventoryProcurement and Property Services Department.
Purchases over $5,000
Requests for items costing more than $5,000 but less than $25,000 require a minimum of three (3) informal solicitations, minimum 50% HUBs included in solicitation including one woman-owned and one minority-owned business, unless purchased through an existing University, State or Cooperative contract.
Appendix 2
8
404:2
Procurement Card
Departmental staff members, with oversight provided by the Assistant Athletic Director for Business Affairs, may order supplies and small items in amounts not exceeding $2000 using a University Procurement Card (Pro-Card). The only person authorized to use the Pro-Card is the cardholder whose name appears on the card. The cardholder may not allow someone else to use their card unless the cardholder and account manager have completed a Pro-Card Use form and it is on file with the Program Coordinator in the Purchasing Procurement Office.
The Assistant Athletic Director for Business Affairs with approval from the Director of Athletics will determine those staff members who can be issued Procurement Cards. All staff members will be required to attend training and sign a Cardholder Agreement before being issued a card. Refresher training/testing is required every 2 years.
The Transaction Detail entries are required and provide an audit trail for expenditures made with the Pro-Card. Each individual purchase must be detailed in the Oracle ProCard SystemBanner. See the Procurement Card ProgramP-Card Detailing Banner Guide for detailed instructions on completing the Transaction Detail entries. Transaction Detail entries are completed on-line through the Oracle system accessed through MySFAUniversity financial system (Banner).
Upon receipt of the monthly statement from the credit card vendor, the cardholder shall reconcile the statement with the Transaction Detail Summary and forward the reconciled statement, Transaction Detail Summary and all supporting documentation to the Account Manager or his/her designee for review and signature. The Account Manager is responsible to verify that all purchases are appropriate expenditures and should take necessary disciplinary action with employees making inappropriate expenditures.
The documentation identified in the Pro-Card Program Guide must be kept for three (3) years plus the current fiscal year to comply with the University's Records Retention Schedule. These are the official University records. The records for procurement card purchases will be required for periodic audits by the PurchasingProcurement Office or when SFASU is audited by the Texas Building and Procurement CommissionProcurement and Support Services, the State Auditor or Internal Audit Services.
Food and Beverage Purchase
With the exception of food supplies purchased for travel, funds which may be expended for food and/or beverage are only to be taken from Auxiliary, Designated or Restricted Accounts. To be allowable, the expenditure of such funds must serve a legitimate public purpose or further the educational mission of the Department. The FRSBanner form must indicate the time and place of the function, must identify the direct beneficiaries of the function, and must be approved by the Director of Athletics. The purchase of alcoholic beverages must be approved in advance by the Vice President for University Affairs.
The following statement must be typed on the FRS formis included in the Banner form when the food commodity is selected:
“I hereby certify under penalty of law that the expenditure of funds for the purchase of food and beverage is necessary for the completion of the functions of this department, qualifies as a legitimate public purpose, or that the educational function of this University is well served thereby.”
Appendix 2
9
State funds and funds under the control of the Department of Intercollegiate Athletics may not be used to purchase alcoholic beverages.
SFA
7/2006
7/2010 Appendix 2
10
405A:1
DISBURSEMENTS: GOODS AND SERVICES
The disbursement of funds for goods and services procured by the Department of Intercollegiate Athletics must be approved and processed by the Assistant Athletic Director for Business Affairs according to established University policies and procedures. The Accounts Payable Department in the University’s BusinessController’s Office monitors all disbursements to ensure that transactions involving University funds are approved, documented and disbursed for payment in compliance with State purchasingpayment rules.
Payment Procedure
Provided established purchasing procedures are followed (see Policy 404, Purchasing Procedures), the disbursement of University funds for goods and services is easily accomplished by the Assistant Athletic Director for Business Affairs who coordinates payment operations with the Accounts Payable Department.
Upon receiving the goods or services requisitioned, the receiver verifies on the accompanying packing slip/invoice that goods or services have been received. The forms are then forwarded to the Assistant Athletic Director for Business Affairs. The Assistant Athletic Director for Business Affairs is responsible for enteringsubmitting receiving information into the FRS systemProcurement Office for entry into Banner. All appropriate documents are forwarded to the Accounts Payable Department.
Interdepartmental Orders
When ordering goods and/or services from a SFA service unit, the Department sends a completed Interdepartmental Transfer (IDT) form directly to the appropriate service unit (see Policy 404, Purchasing Procedures, for additionally information). Charge tickets are prepared by the service unit providing the goods or service. A copy of the charge ticket is provided at the time of delivery and should be forwarded to the Assistant Athletic Director for Business Affairs for posting to the appropriate cost center.
Delivery of Goods
Purchased items may be delivered to the Fieldhouse lobby or to Central Receiving, as appropriate. Items delivered to the Fieldhouse are verified by the Assistant Athletic Director for Business Affairs prior to being delivered to the requestor. Items received in Central Receiving are checked for delivery only and then forwarded to the Department for verification.
In order to facilitate the accounts payable process, the Assistant Athletic Director for Business Affairs completes the receiving portion of the Purchase and Requisition Form on the University’s computer systemsubmits receiving information to the Procurement Office in a timely fashion. Timeliness is of utmost importance, as delayed payments for goods and services can result in loss of cash discounts or poor credit ratings for the University. The reporting of partial deliveries may be delayed a couple of days to allow time for all items included in a shipment to be delivered to the Department.
Any problems with a shipment (e.g., damaged goods, overages/shortages, back orders, etc.) are noted by the Assistant Athletic Director for Business Affairs and reported to the Purchasing Procurement
405A:2 Appendix 2
11
and Inventory Property Services Department. The Assistant Athletic Director for Business Affairs, working with the Purchasing and InventoryProcurement and Property Services Department and in some cases the vendor(s), handles all such problems on behalf of the Departmental.
SFA
7/2006
7/2010
Appendix 2
12
405C:1
DISBURSEMENTS: TRAVEL AND ENTERTAINMENT EXPENSES
The University Business Office handles disbursements for travel and entertainment expenses according to Departmental and University policies and procedures and within the prescribed budget for each cost center. The Assistant Athletic Director for Business Affairs coordinates travel authorizations and travel advances for the Department.
All travel and entertainment expenses incurred by staff members or teams on official Departmental business must be within the applicable budget allocations and have the prior approval of the Assistant Athletic Director for Business Affairs or the Director of Athletics. Employees are reminded to apply a conservative approach when incurring travel or entertainment expenses, so as to ensure the approval of all submitted expenses. Expenses incurred without proper approval are the personal obligation of the responsible person(s).
Categories of travel approved by the Department for reimbursement are:
1. Individual Staff Travel (e.g., Recruiting, Conference meetings, professional meetings, fund raising, etc.);
2. Team Travel; and
3. Prospective Student-Athlete Travel.
4. Prospective Employee Travel
(For specifics regarding travel arrangements and allowances, see Policies 601A, Travel: Individual; 601B, Travel: Teams; and 601C, Travel: Prospective Student-Athletes, in this Manual.)
• Business Entertainment
The reimbursement or payment of business meals and entertainment expenses is a privilege extended by the Department for the enhancement of legitimate business purposes. Departmental staff members are expected to ensure that the privilege is not abused and that only legitimate purposes are served. Texas State funds and funds under the control of the Department may not be used for the purchase of alcoholic beverages.
State of Texas Travel Regulations are used as the guidelines and limitations for business entertainment expenses and are specified in the SFA Business Policies and Procedures Manual. In some instances, travel guidelines are additionally dictated by NCAA rules and regulations.
In general, staff members who are normally allowed to entertain on behalf of the Department include the Director of Athletics, Head Coaches and certain administrators whose responsibilities require frequent public relations activities Documentation for reimbursement of entertainment expenses should include;
405C:2
Appendix 2
13
1. A valid receipt. Meal receipts should list number of persons present on the back;
2. A listing of participants and their relationship to the Department;
3. The date and location of the entertainment function; and
4. A statement of purpose for the entertainment. All entertainment must relate to Departmental business (e.g., news media, promotions, fund raising, development, recruiting, etc.).
Disbursements for travel and entertainment expenses are handled employing on of the following methods:
• Travel Advance;
• Travel Voucher - reimbursement for expenses paid by the employee; and/or
• Direct payment to the vendor.
Charge Card for Travel Expenses
An individual corporate charge card is available for eligible employees. To be eligible to apply, the employee must take, or expect to take, three (3) or more business trips per fiscal year, or expend at least $500 per fiscal year for official State business. An employee is not required to apply for or accept a State-issued charge card.
The State-issued individual corporate charge card is to be used for business-related charges only while traveling on official State business. Use of the card for personal business is considered a violation of State policy and the employee may be subject to disciplinary action. The individual whose name appears on the card is solely responsible for payment of the account. If the card is suspended or cancelled for misuse or nonpayment, the employee will be ineligible for travel advances from the University.
If the application is approved by the credit card company, the employee agrees to be bound by the cardmember agreement which will be sent with each card. Additionally, the employee agrees to be bound by the State policies governing the use of the card. Applications and further information concerning this program are available in the Controller’s Office or on-line. The employee, the Assistant Athletic Director for Business Affairs, and the travel manager in the Controller’s Office must sign the application.
Travel Request and Travel Advances
An employee traveling on behalf of the Department must obtain permission to do so in advance of the trip. by submitting a Travel Request form (see Appendix 405C-1). www.sfasu.edu/controller/travel The completed form must be signed and approved by the Associate Athletic Director for Internal Affairs Employees must submit a completed travel request form (Appendix 405C-1) to the appropriate departmental secretary. The information is then entered into the university’s Banner system which will route the request thru the appropriate levels of approval.
Appendix 2
14
405C:3
Advance travel funds are available for employees who wish to obtain money in advance of the trip and who are ineligible to apply for the individual corporate charge card. Employees eligible to apply for the corporate credit card are not eligible for advances; however, any employee may request advance travel funds when involved with team travel. The minimum amount of advance funds that can be obtained is $100.
To receive advance travel funds, the Travel Request should be received by the Controller’s Office at least five (5) working days prior to departure. Generally, the requested funds will be available at the University Business Office at least one working day prior to departure. Advance travel funds will be issued by a check made payable to the individual requesting the funds. As a condition of receiving advance travel funds, the employee agrees to refund any excess (amount advanced less documented eligible expenditures on the Travel Voucher) within 30 days from the ending date of the trip. An employee receiving advance travel funds will be ineligible for future travel advances until the outstanding Travel Voucher is submitted. An employee who receives an advance and does not travel must immediately return the advance funds. Abuse of the travel advance privilege will result in ineligibility for future advances and the employee may be subject to disciplinary action.
An advance travel check will only be issued prior to the trip. No advancement is authorized if the trip has already commenced. The traveler should submit a Travel Voucher for reimbursement subsequent to the trip.
The request for an advance is handled in the following manner:
1. Each staff member is responsible for securing his/her own personal travel advance.
2. Advances are procured by submitting an SFA Travel Request form to the Assistant Athletic Director for Business Affairs. The form should state name of requester; the amount desired; specific budget item to be charged; date(s) of travel; and destination(s).
3. The Travel Request form is approved by the Assistant Athletic Director for Business Affairs and forwarded to the Vice President of University Affairs University President before forwarded to the University Business Office.
4. Travel checks are prepared in the name of the requester by the University Business Office. Authorized personnel within the Department may sign for the check in the Business Office and deliver it to the requester in the Department.
Appendix 2
15
405C:4
Reimbursement for Expenses Paid by the Employee
A State of Texas Travel Voucher (Appendix 405C-2) along with all receipts and other required documentation must be submitted to the appropriate secretary. The Travel Voucher is designed to elicit a detailed account of travel expenditures, as required for reimbursement. Extreme care should be used to differentiate between those expenses that are paid directly by the Department and those paid for by credit card or by funds obtained through a travel advance.
The Travel Voucher is signed by the requester and reviewed and signed by the Assistant Athletic Director for Business Affairs. The completed form is forwarded to the University Business Office. All payments are issued directly to the employee.
Direct Payment to the Vendor
Travel and entertainment expenses which are incurred through contractual agreement (e.g., transportation and/or lodging) are usually paid for directly by the University. The Assistant Athletic Director for Business Affairs ensures that all documentation related to each invoice is in order prior to submitting the invoice for payment.
SFA
7/2006 7/2010
Appendix 2
16
407:1
TELEPHONES
The Department of Intercollegiate Athletics utilizes the University telephone system. The Assistant Athletic Director for Business Affairs coordinates all telephone services (e.g., new service, change of service, special equipment, etc.) for the Department by transmittal of a memo to Information Technology Services. Moreover, the Assistant Athletic Director for Business Affairs coordinates request for extensive changes in service, which are the result of building or renovation programs within the Department.
Telephone Listings
Each staff member is assigned a four (4)-digit telephone number, which is listed in the SFA Telephone Directory. The Department of Intercollegiate Athletics maintains a Departmental telephone directory which is updated by the Administrative Assistant to the Director of Athletics. Secretaries generally answer the telephones within a given area; however, each employee can answer his/her direct dial office number. In addition, telephones can be forwarded to the Receptionist in the lobby of the Field House.
Telephone Service of Repair Requisitions
Requests for any additional, change or modification in service, as well as the movement of any office telephone equipment, should be submitted in writing to the Assistant Athletic Director for Business Affairs who after approval submits the request to Information Technology Services for appropriate action. The Department is not responsible for any expense related to telephone service unless it is approved in advance by the Assistant Athletic Director for Business Affairs.
Local Call Instructions
Different methods are used for placing on- and off-campus, local calls.
• On-Campus Calls
To reach another department within the University, or another staff member in the Department, the user dials the appropriate four (4)-digit number.
• Off-Campus Calls
To place an off-campus call in the immediate area, the user dials 9 + seven (7)-digit number.
Long Distance Call Instructions
University regulations restrict the use of University telephones for long distance calls to University business only.
• On-Campus Calls
To place a long distance call from campus, the user dials 9 + 1 + area code + number + access code.
• Off-Campus Calls
To place a long distance call from off-campus, the user dials 1 + area code + number + number + calling card number.
Appendix 2
17
407:2
Telephone Access Codes
Athletic Department staff members may be assigned a four six digit long distance access code by Information Technology Services. This code is only for on-campus use and cannot be used on off-campus phone systems. Requests for an access code must be received in writing by the Assistant Athletic Director for Business Affairs who submits the request to ITS.
Staff members with access codes are responsible for long distance calls made using their assigned codes. Further, staff members are urged to keep their assigned access code confidential and should never share the number with a student-athlete or non-staff member.
Telephone Credit Cards
Administrative and coaching staff members who recruit and/or travel on official University business are given a department issued cellular phone or a telephone calling card for this purpose. AT&T calling cards are issued by Instructional Technology Services to staff members designated by the Assistant Athletic Director for Business Affairs with the approval of the Director of Athletics. can request the use of an AT&T Calling Card. Requests should be made to the Assistant Athletic Director for Business Affairs who will approve or disapprove the request.
To prevent unauthorized use of telephone calling cards, personal authorization numbers are given to each card holder. Each recipient signs a statement declaring he/she will not transfer card use to anyone else.
Additionally, if a telephone calling card is either lost or stolen, the situation should be reported immediately to the Assistant Athletic Director for Business Affairs so that the Computing Center can be notified. The calling card is then deactivated and a new card issued.
Telephone Charges
Telephone services constitute a major expense item within the Department’s budget. Individual cost-centers are charged for telephone and facsimile usage. Therefore, it is mandatory that all employees keep long distance calls to a minimum and avoid the use of long distance calls when other means of communication will suffice.
To avoid unnecessary and unapproved charges, long distance telephone use is monitored. Each area within the Department is held accountable for incurred charges, bills and fees. The Department’s long distance telephone, cellular phone and calling card charges are transmitted to the Assistant Athletic Director for Business Affairs on a monthly basis. The Assistant Athletic Director for Business Affairs reviews these charges. If necessary, users are asked to go over these charges with the Assistant Athletic Director for Business Affairs to ensure their accuracy. Any unauthorized charges are the responsibility of the card holder.
It is expressly forbidden by NCAA regulations for student-athletes to be given access to cost-free telephone (e.g., local and toll calls) use. Only emergency calls are allowed, and they must be both brief and local.
Appendix 2
18
407:3
Cellular Phones & Wireless Communication Devices
A limited number of cellular phones and PDA’s are distributed to coaches and key staff members for official use only. Refer to University Policy F-29 concerning University furnished cell phones or wireless communication devices. The entire amount of the university provided cell phone or wireless communication device is considered as a taxable fringe benefit to the employee. The employee is not required to document personal or business usage. However, the department must require that an employee reimburse the department for calls that exceed the monthly plan amount unless they provide documentation that the excess use is attributed solely to business related calls.
As per university policy, some staff members are eligible to receive a monthly stipend for cell phone use. Those coaches and staff members not supplied with a university provided cellular device, and whose job duties require substantial cellular device usage, may receive the stipend. A Communication Allowance Request Form must be filled out and signed by each employee requesting the stipend before approval by the Assistant Athletic Director for Business Affairs and University President.
The Assistant Athletic Director for Business Affairs must submit a “Cellular Telephone Request and Justification Form” to the assistant director of telecommunications and networking for each employee, as required in policy F-29, Communications Services. The assistant director of telecommunications and networking will communicate the taxable value of the university provided cell phone and wireless communication device to the Payroll Office.
At no time are these phones to be used by student-athletes except for emergency situations that may occur during travel or competition.
Personal Telephone Records & Recruiting Calls
Stephen F. Austin State University is required to control its intercollegiate athletics program in compliance with the rules and regulations of the NCAA, and in some circumstances, responsible for the actions of its coaching staff members. See NCAA Bylaw 2.1.1 and 2.1.2. NCAA legislation limits recruiting contacts, including contact made by telephone. See NCAA Bylaw 13.1. Therefore, all coaches shall be required to provide SFA with copies of all billing records or other documents showing calls made or received for any telephone used by a coach, including without limitation, a coach’s personal cell phone and/or home phone if such phone is ever used in the scope of the coach’s employment. All coaches shall provide such records to the Associate Athletic Director for Compliance and Student Services on a monthly basis. All coaches shall cooperate with SFA in obtaining additional records from telephone providers, to include without limitation executing an authorization to obtain such records, to the extent deemed necessary by SFA
Appendix 2
19
407:4
Facsimile Transmissions
The Department of Athletics maintains Facsimile machines for staff use in various administrative and sports offices. These machines are to be used for Departmental business only. To send a long distance FAX, the user dials 9 + 1 + area code + number + access code.
Transmissions are monitored in the same manner as telephone calls, with Departmental staff held accountable for their usage.
SFA
7/2008
7/2010
Appendix 2
20
408C:1
TICKET OFFICE: COMPLIMENTARY TICKETS
The Department of Intercollegiate Athletics’ and the University’s complimentary ticket policies have been devised to extend hospitality to University guests and to recognize supporters of the athletics program. Established procedures for distributing complimentary tickets enable the University’s Ticket Office to account for these tickets. Complimentary ticket policies and procedures are consistent with University, Southland Conference and NCAA rules and regulations, and have been developed with careful consideration given to the best interests of the athletics program.
When used properly, complimentary tickets are an excellent public relations and recruiting tool; however, their misuse can result in administrative and NCAA sanctions, as well as loss of revenues. Therefore, Departmental Staff must be knowledgeable of all constraints placed on the distribution of complimentary admissions. The transfer or resale of complimentary tickets is prohibited.
Four hundred (400) seats in the Player Pass section and 320 seats in the Visitor’s Player Pass section are allocated for complimentary admissions.
Accountability
All complimentary tickets for home football, basketball, baseball and softball games must be accounted for: therefore, all tickets must be signed for by the recipient. Any unused tickets must be returned to the Ticket Office no later than one week following the event.
Allocations of Tickets/Admissions
Generally, the allocation of complimentary tickets and/or admission is determined by the Director of Athletics. Any exceptions to established policies must be approved in writing by the Director of Athletics. No hard tickets are issued to student-athletes, Departmental staff, visiting players or prospective student-athletes.
In general, complimentary tickets are made available to the following groups:
• Department of Intercollegiate Athletics Staff; Guests of the Athletic Department;
• Student-Athletes;
• Visiting players student-athletes and coaches; and
prospective student-athletes.
Guidelines for Complimentary Admissions
The procedure for gaining complimentary admission to ticketed intercollegiate athletics events (i.e., football, basketball, baseball and softball) at SFA are the same for Departmental staff-members, student-athletes, recruits, and guests of the athletics department. Guidelines or information related to any specific group are detailed below. The following guidelines and procedures are applicable to every group:
Appendix 2
21
408C:2
1. The Ticket Office distributes envelopes to the Department that provide spaces for: name of eligible staff member, student-athlete or recruit; guest name(s), opponent and date; The Southland Conference requires that member institutions use its complimentary admission form that includes spaces for: the sport involved, date of competition, name of the person completing the form, the student-athlete’s name, complimentary admission recipient and recipient’s signature.
2. These envelopes The head coach for football, men’s basketball, women’s basketball, softball and baseball, or their designee, is responsible for completing the complimentary admission form prior to each home contest. The completed forms are delivered to the East-side ticket booth of the Stadium, Ticket Window 1 of the Coliseum, the baseball ticket booth or softball ticket booth by a representative of the Department one and a half (1 1/2) hours prior to a game time.
3. The envelopes are filed in alphabetical order by requester’s name. Pass windows at the Stadium are marked with alpha signs. Player pass ticket windows are marked at all venues.
4. The person requesting complimentary admission gives his/her name, as well as the person requesting the ticket for him/her to ticket personnel at the window.
5. A photo identification is requested and the identity of the person is verified.
6. The person receiving the ticket must sign for the ticket prior to receiving a torn stub. The other portion of the stub is deposited in an envelope which is kept for five (5) years by the Ticket Office. Following each home game, the complimentary admission form is sent to the Associate Athletic Director for Compliance and Student Services and the visiting institution’s compliance administrator within one week of the completed event.
• Department of Intercollegiate Athletics Staff & Guests
All staff members of the Department and their designated guest are provided admission to all home athletic events. All staff members of the Department receive a staff pass at the beginning of each academic year which admits them and three other guests to all home competitions. Additional special guests of the Department are admitted using the complimentary admission form. (See Appendix 408C-1 for a copy of the envelope staff pass used for Department personnel complimentary admissions.)
• Student-Athletes
Student-athletes are allowed four (4) complimentary admissions in their sport for each home event. Only eligible team members of the traveling squad receive four (4) complimentary admissions for on-the-road events in their sport. (See Appendix 408C-2 for a copy of the envelope complimentary admission form used for student-athlete complimentary admissions.) Student-athletes may neither receive payment for complimentary admissions nor exchange them for any item of value.
Appendix 2
22
408C:3
• Recruits
The NCAA has very specific guidelines for the issuing of complimentary tickets to recruits. During the Official Visit to the University campus, complimentary admissions may be issued for the exclusive use of the prospective student-athlete and his family, guardian or spouse. On an Official or Unofficial Campus Visit, a maximum of three (3) complimentary admissions to a campus athletic event may be given the prospect and those accompanying the prospect. (For additional information, see Policy 502A, Student-Athletes: Recruitment, in this Manual.)
The number and use of admissions to events for recruiting purposes is determined by the Head Coach of each sport.
• Visiting Teams
For non-conference teams, complimentary tickets are provided as per contractual agreement for football and basketball. Non-conference teams provide their approved complimentary ticket form to the east side ticket booth at Homer Bryce Stadium or to Window 1 at the Coliseum. No complimentary tickets are made available for baseball or softball.
For conference teams, SLC operating codes for each sport are followed as they pertain to complimentary admissions.
Away Games Away Conference Games
Complimentary admission for student-athletes and staff members at away games follow the same general procedure as for home games. The allocated number of complimentary admission for SFA staff members and student-athletes is designated in each game contract. The same standard envelopes are delivered to the game site by a representative of the Department. The envelopes with stubs are returned to the Ticket Office following the game and retained for five (5) years by the SFA Ticket Office. All teams should provide a self addressed stamped envelope on road contests for return of Ticket Envelopes. Complimentary admission for student-athletes and staff members for away Southland Conference games generally follows the same procedure as home games using the SLC complimentary admission form.
Away Non-Conference Games
For non-conference away games, only those who are a part of the official travel party will receive complimentary tickets (4 per person). Staff members or student-athletes who are not considered part of the official travel party will not receive complimentary tickets without prior approval of the Director of Athletics. The Director of Athletics, or his designee, will review and monitor the official travel party list and coordinate the distribution of complimentary tickets.
Appendix 2
23
408C:4
Media Representatives
Media representatives are admitted to athletic events on a credential basis only. Representatives requiring credentials apply to the Sports Information Media Relations Office prior to a scheduled event requesting press credentials for the event. The Sports Information Media Relations Office prepares and mails the credentials. (See Policy 606D Media Coverage: Events, in this Manual for additional information.)
Charitable Events and Donations
Complimentary tickets for promotional purposes are provided on a case-by-case basis by the Director of Athletics, or his designee. The Director of Athletics, or his designee requests a specified number of tickets from the Ticket Office Manager. All tickets issued by the Ticket Office for use by the Department are accounted for on an Interdepartmental Transfer. The Director of Athletics, or representative his designee, must sign for these tickets in the Ticket Office.
Postseason Events
In the event that a University team is invited to participate in a postseason competition, the Department distributes complimentary tickets within guidelines established by the Southland Conference and the NCAA. In general, the University follows established guidelines for on-the-road events, with each traveling student-athlete allotted four (4) up to six (6) complimentary admissions. Complimentary admissions are not given to staff members and student-athletes not participating in the event or to recruits for postseason Conference and/or NCAA championship events.
SFA
7/2006
7/2010
Appendix 2
24
410:1
BUSINESS CONTRACTS
It is the policy of Stephen F. Austin State University to honor all provisions agreed to in contracts entered into by the Department of Intercollegiate Athletics. In general, a business contract is required for the following types of agreements:
• Athletic events;
• Facilities use;
• Radio and television broadcasts;
• Promotional advertising (i.e., scoreboard advertising, advertising tables and signage); and
• Purchases.
Before any contract agreement is signed, the Assistant Athletic Director for Business Affairs must be contacted to determine whether the proposed contract/agreement meets all University and Departmental rules and regulations. All contracts or contract forms other than athletic event agreements should be reviewed by the General Counsel.
All contracts must have clearance from the Assistant Athletic Director for Business Affairs and the Director of Athletics prior to being executed. Purchasing contracts in the amount of $100,000.00 or more must be approved by the Board of Regents.
Intercollegiate Athletic Events
A contractual document is generally prepared for intercollegiate sports regardless of whether a guarantee is involved. The Assistant Athletic Director for Business Affairs in conjunction with the Director of Athletics, is authorized to execute athletically-related contractual agreements on behalf of the Department of Intercollegiate Athletics.
A standardized athletic contest agreement form is used in effecting contractual commitments for competitive events with other educational institutions when SFA is the host institution. These agreements are initiated by the Assistant Athletic Director for Business Affairs when negotiations for scheduling an athletic event have been finalized.
Copies of all contracts are retained by the Director of and the competing institution.
In the event that it is necessary to change the contents of a fully executed contractual agreement, an addendum to the athletic contest agreement form is prepared. All changes must be reviewed and approved, as specified above, prior to execution of the addendum.
(Specific scheduling procedures can be found in Policy 602A, Scheduling: Events/Special Events, in this Manual).
Facilities Use
Athletic facilities may be used by organizations outside the Department. However, the Department may refuse use of its facilities, if:
Appendix 2
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410:2
1. The meetings or events are sponsored solely by a non-University organization;
2. The nature of the activity is assessed to potentially cause serious disruption:
3. The purpose of the activity is prohibited by either federal, state or local statute, rules or regulations; or
4. An event is assessed to potentially produce damage to the facility or endanger attendees.
Requests for the use of facilities by non-Departmental organizations are directed to the Coordinator of Athletic Events who negotiates the rental rate and details of the contract. (All health, fire and other regulations applicable to Departmental facilities must be observed by any group using its facilities.) Once the terms of the facility-use contract have been approved, the contract is prepared by the Coordinator of Athletic Events. The facility use agreements shall be prepared on a form developed and approved by the General Counsel.
Billings related to facilities use are processed by the Assistant Athletic Director for Business Affairs with payment made to the Department. If an event is canceled, the sponsoring group may be responsible for any set-up charges incurred by the Department prior to cancellation. (See Policy 402B, Receivables: Invoicing and Accounting for procedural details. Also see Policy 604A, Facilities: Use, in this Manual for additional information.)
Radio and Television Broadcasts
Contracts for most television network coverage of athletic events are part of Southland Conference and NCAA packages, which are handled and negotiated by the Director of Athletics and representatives of the Conference Office.
The Department holds contracts with two local radio stations for broadcasting of football, men’s and women’s basketball and select baseball games (See Policy 606E, Media Coverage: Television and Radio Programs, in this Manual for additional information.)
Promotional Advertising
In order to offset expenses and/or enhance attendance at athletic events, the Department obtains advertising sponsors via contractual agreements. Such contracts are individually generated by the Assistant Athletic Director for External Affairs. Sponsorships include advertising through any of the following: radio network, game programs, scoreboard and sideline table advertising and signage.
Purchases
In addition to formally written agreements with vendors, a properly executed purchase order constitutes a contract which is binding on both the University and the supplier. The proper administration of all such contracts is the responsibility of the Assistant Athletic Director for Business Affairs. Contracts may be written in the form of Purchase Agreements, Facility Use Agreements, or other approved documents.
SFA
7/2006
7/2010
Appendix 2
26
501:1
STUDENT-ATHLETES: CONDUCT AND ETHICS
Stephen F. Austin State University has established a tradition of ethical conduct at all levels of University life. In accordance with this tradition, all student-athletes involved in the intercollegiate athletics program are expected to represent the University in an honorable manner at all times. Coaches and professional staff members are expected to instruct student-athletes on appropriate behavior and to assist them with understanding the intent of rules and regulations imposed upon them by all relevant governing authorities.
Governing Authorities
Standards of ethical conduct are established and enforced by:
• National Collegiate Athletic Association
Student-athletes are subject to the rules and regulations of the NCAA governing unsportsmanlike behavior, non-therapeutic drug use, gambling and bribery, the acceptance of non-permissible awards, benefits and expenses, and other forms of misconduct. All such rules and regulations are found in the NCAA Manual.
• The Southland Conference
The Southland Conference has authority similar to that of the NCAA with regard to regulating the practices of member institutions to ensure that individuals conduct themselves in an honorable and sportsmanlike manner. Conference rules and regulations are detailed in the Southland Conference Operating Manual.
• Stephen F. Austin State University
Student-athletes are subject to the University rules and regulations, specified in the SFA “Student Code of Conduct,” published in the Stephen F. Austin State University General Bulletin.
• Department of Intercollegiate Athletics
Team rules may be established by each individual sport’s Head Coach and his/her staff within parameters set forth by the Director of Athletics and the University.
The Head Coach is responsible for informing team members of the established team and training rules at the beginning of the academic year. Furthermore, student-athletes are to be encouraged to obtain clarification regarding Departmental, University, Conference, or NCAA rules and regulations from a member of the coaching staff, the Associate Athletic Director for Compliance & Student Services or the Assistant Athletic Director for Student Services, as appropriate. In addition to the rules and regulations of the afore-mentioned authorities, general Department conduct policies are set forth below.
Appendix 2
27
501:2
Personal Conduct and Responsibilities
The Department of Intercollegiate Athletics makes every effort to offer a program which meets the objectives of the University by assisting student-athletes in securing their degrees as they strive to achieve their full potential both on and off the field. The Director of Athletics, the
Associate Athletic Director for Compliance & Student Services, professional staff members associated with the various sports programs, individual Head Coaches and the Assistant Athletic Director for Student Services work together to develop appropriate standards for personal conduct.
Student-athletes accepted into the University athletics program are extended the privilege of participating in intercollegiate athletics. This privilege in no way constitutes a right to participate. Therefore, in agreeing to join the intercollegiate athletics program, student-athletes must be willing to accept personal responsibility for behavior. Obligations include, but are not limited to, responsible conduct as specified below:
• Academic Obligations
1. Attend classes regularly and complete all academic assignments.
2. Consult with academic counselors and attend tutoring sessions, as directed.
3. Maintain an academic course load of at least 12 hours per semester and make satisfactory progress toward a degree.
4. Accept responsibility for maintaining academic eligibility.
5. Strive to obtain a college degree within five (5) years.
6. Communicate to the appropriate parties (e.g., instructors) in a timely manner when an academic/athletic conflict occurs.
7. Understand and live by the academic regulations of the University, as described in the SFA General Bulletin.
• Athletic Obligations
1. Abide by all team, Departmental, University, Conference, and NCAA team rules.
2. Achieve and maintain optimum physical conditioning within accepted health standards.
3. Attend all organized practices, unless officially excused.
4. Take proper care of equipment and return it in good condition.
5. Treat officials and opponents with respect, and avoid undue confrontations (See “Sportsmanlike Conduct” below).
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501:3
• General Conduct Obligations
1. Read, understand and follow the University’s “Student Code of Conducts.”
2. Obey residence halls policies and regulations.
3. Obey all federal, state and local laws.
4. Abstain from using tobacco, alcohol and non-therapeutic drugs (see Policy
506B, Student-Athletes: Drug Education and Screening Policy).
Dress Code
Head Coaches are encouraged to set dress code standards for student-athletes, especially when traveling as a team. Coaches may also specify what constitutes appropriate dress while representing the University at other times.
Sportsmanlike Conduct
Sportsmanlike conduct means more than the absence of negative actions in public. The Associate Athletic Director for Compliance & Student Services, as well as each individual Head Coach, is expected to provide instruction on appropriate conduct, including positive techniques for handling the following playing-field situations:
• Communicating with officials and opponents on routine matters during athletics events;
• Maintaining control during emotionally charged situations, including assisting a teammate or colleague who appears to be losing control; and
• Reacting in a positive manner to an aggressive action by an individual or a group.
Coaches are to define actions which constitute inappropriate conduct, and suggest ways to avoid such behavior. Unacceptable behavior on the playing field includes, but is not limited to, the following:
• Physically abusing officials, coaches, opponents or spectators;
• Throwing objects;
• Seizing equipment from officials or the news media;
• Inciting players or spectators to negative actions or to any behavior which insults or defiles an opponent’s traditions;
• Using obscene or otherwise inappropriate language or gestures;
Making public statements which are derogatory, controversial or outside the Department’s media policy;
• Engaging in negative recruiting by making derogatory statements about another institution or its personnel; and/or
• Participating in any action which violates the generally recognized ethical standards of intercollegiate athletics, the University or the community.
Appendix 2
29
501:4
Acquaintance Rape
Because acquaintance rape, commonly called “date rape,” is an increasingly serious concern nationwide, the Department publicly addresses such behavior with its student-athletes. All student-athletes are expected to conduct themselves in a manner which avoids any association with such a charge. Coaches and staff members who counsel student-athletes should make them aware of the consequences of such a charge. Student-athletes should be advised to:
1. Understand the definition of rape;
2. Be conscious of the signals they transmit to others;
3. Be careful not to place themselves in situations that could be misunderstood or
misread.
4. Respect and accept a negative response to their overtures (e.g., “no” does not mean
“yes”); and
5. Avoid drinking or taking drugs at all times, but especially when on a date.
Gambling and Bribery
The NCAA has established specific guidelines concerning involvement in gambling and bribery at the intercollegiate and professional sports levels. The Assistant Athletic Director for Compliance and the individual sports coaches are responsible for educating student-athletes concerning these guidelines.
In addition to awareness of the gambling and bribery threat to the integrity of intercollegiate sports, student-athletes are responsible for the following:
1. Reporting any offers of gifts, money or favors in exchange for supplying team
information or for attempting to alter the outcome of any contest;
2, Maintaining a clear understanding of what constitutes gambling and bribery activities
and reporting any suspected infractions;
3. Contacting the coach or other Departmental personnel (i.e., Sports Information
Director) when questions concerning the release of team information occur; and
4. Increasing one’s awareness that participation in gambling or bribery activities can
result in disciplinary actions by the University and the NCAA (see “Enforcement”
below), as well as local, state and/or federal prosecution of the involved individuals(s).
Hazing
As stated in the General Bulletin, “Stephen F. Austin State University is unequivocally opposed to any activities, on or off campus, by individuals or organizations which endanger the mental or physical health or safety of a currently enrolled or prospective student for the purpose of pledging, being initiated into, affiliating with or maintaining membership in any organization.”
Appendix 2
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501:5
Hazing, which is prohibited in any form at SFA, includes (but is not limited to) situations which would require any of the following:
1. Whipping, beating, striking, branding, or electronic shock;
2. Any activity that subjects the student to extreme mental or physical stress, such as
sleep deprivation, confinement in a small space, extended isolation from social
contact, or exposure to the elements;
3. Any activity involving the consumption of food, liquid, alcoholic beverage, drug or
substance which could adversely affect the health of well-being of the individual;
4. Any activity that harasses, intimates or threatens the student with ostracism, shame
or humiliation; and or/
5. Any activity that induces, cause or requires the student to violate the Penal Code.
Organizations found to be encouraging or authorizing hazing will b subject to both University disciplinary sanctions and criminal prosecution.
Agents
It is essential that student-athletes know the NCAA rules related to professional sports. An infraction of the rules concerning agents could have severe negative consequences for the University and the student-athlete (see “Maintaining Amateur Status” in Policy 502C, Student-Athletes: Eligibility). NCAA rules make a student-athlete ineligible for participation in an intercollegiate sport if:
• He or she ever has agreed, orally or in writing, to be represented by an agent or
organization for the purpose of marketing his or her athletics ability or reputation in that sport;*
• He or she enters into a written or verbal agreement with an agent for representation
in future professional sports negotiations that are to take place after the student- athletes has completed his or her eligibility in that sport; and/or
He or she (or his or her relatives or friends) accepts transportation or other benefits from any person who wished to represents the individual in the marketing of his or her athletic ability.
* An agency contract not specifically limited in writing to a sport or particular sports is
deemed applicable to all sports and the student-athlete is ineligible to participate in any sport.
Social Networking
Playing and competing for Stephen F. Austin State University is a privilege not a right. Student-athletes at SFA are held in high regard and are seen as role models in the community. As leaders we have the responsibility to portray our team, our University and ourselves in a positive manner at all times. Sometimes this means doing things that are a personal inconvenience, but benefit the whole team.
Appendix 2
31
501:6
In recent years, Facebook, MySpace and other social networking sites have increased in popularity and are used by the majority of student-athletes at SFA.
Student-athletes may not be aware that third parties including the media, faculty, future employers and NCAA officials can easily access their profiles and view all personal information. This includes all pictures, videos, comments and posters. Inappropriate material found by third parties affects the perception of the student, the athletic department and the University. This can be detrimental to a student-athletes future employment options
Before participating in any online community, student-athletes should understand that anything posted online is available to anyone in the world. Any text or photo placed online is completely out of the student-athlete’s control the moment it is placed online.
Student-athletes should not post information, photos, or other items online that could embarrass them, their family, their team, the athletic department, or Stephen F. Austin State University. This includes information about team activities and teammates. Student-athletes cannot post any information that is proprietary to the Athletic Department which is not public information such as tentative or future schedules, or information that is sensitive or personal in nature, such as travel plans and itineraries.
Student-athletes are personally liable for any copyright violations committed, such as posting photographs, audio, or video that is not the student-athlete’s personal property. This includes the use of the logos and marks of Stephen F. Austin State University. Student-athletes are personally liable for any violations of other students or student-athletes' privacy rights, especially those that fall under federal privacy laws (FERPA or HIPPA) or that violate Stephen F. Austin State University student codes of conduct or codes of computing practices. Student-athletes should not post their home address, local address, social security number, phone numbers (s), birth date, or other personal information such as their whereabouts or their plans. This could be opening up themselves to predators. The malicious use of online social networks such as derogatory language about any member of the Stephen F. Austin State University community, demeaning statements about or threats to any third party, and incriminating photos or statements depicting hazing, sexual harassment, vandalism, stalking, underage drinking, illegal drug use or other inappropriate behavior will be subject to disciplinary action by the head coach and/or Director of Athletics if they gain knowledge of such violations. Sanctions may include written notification requiring the unacceptable content be removed, temporary suspension from the team, dismissal from the team and loss of athletic aid, if applicable.
Appendix 2
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501:7
Enforcement
Any student-athlete conduct violation should be reported immediately to the Director of Athletics, who is ultimately responsible for investigating all such charges and enforcing sanctions imposed for conduct violations. The Associate Athletic Director for Compliance & Student Services assists in the investigation and resolution of any suspected violation involving a student-athlete, as requested.
• Legal Violations
When a student-athlete violates a local, state or federal law and the misconduct involves a violent action, drugs and/or a felony charge, the student-athlete may be suspended from participation in intercollegiate athletics until the charges have been addressed by the legal system. By suspending the student-athlete the Department and the University are in no way pre-judging the situation; rather, such action is taken in order to protect the intercollegiate athletics program and, specifically, the student-athlete’s team from negative media attention. Moreover, it is assumed that the accused student-athlete will have neither the time nor the mental concentration required for effective sports participation until the matter has been resolved. A determination regarding further action by the Department and the University is made on a case-by-case basis once the charge has been resolved by the court.
The student-athlete is to be given written notification of the suspension, signed by the respective Head Coach and the Director of Athletics. The student-athlete may appeal this decision. Such an appeal must be submitted within 72 hours of the notice of suspension. Based on all available information, the Director of Athletics may lift or modify the suspension or leave it in place until the case has been decided by the legal system.
While on suspension, the student-athlete may not practice or compete; however, his/her financial aid will remain in place. Further, as determined by the Institutional Athletics Representative, Director of Athletics, and Head Coach, the student-athlete’s name will remain on the squad list and he/she may utilize student-athlete support services, such as the weight and training rooms, and academic support services.
Student-athletes and staff are encouraged to refrain from addressing the student-athlete’s case with the media in order to protect the accused and to limit media attention. All questions concerning the situation should be referred to the Sports Information Director for a prepared statement release.
• University, Conference and NCAA Violations
Conduct violations of the University’s rule of conduct are reported to the Judicial Office while violations of Conference or NCAA conduct rules are reported to the student-athlete’s Head Coach, the Associate Athletic Director for Compliance & Student Services, the Director of Athletics, the Southland Commissioner and the NCAA, as appropriate.
Appendix 2
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501:8
If a student-athlete is found to be in violation of University, Conference or NCAA policy, the penalty imposed depends upon the severity of the offense and may include the following:
1. Written warning;
2. Disciplinary probation;
3. Dismissal from the squad;
4. Cancellation or gradation of the grant-in-aid; and/or
5. Suspension or expulsion from the University.
For additional information regarding actions which may result in the withdrawal of financial aid, please consult Policy 502D, Student-Athletes: Financial Aid, in this Manual.
SFA
7/2006
7/2010
Appendix 2
34
502A:1
STUDENT-ATHLETES: RECRUITMENT
Participation in athletics is an important component of the student-athlete’s college experience, although academic achievement must remain of primary concern. Athletic success gained and maintained through the recruitment of student-athletes who possess the necessary skills to successfully compete on both levels at Stephen F. Austin State University. Therefore, the University endeavors to recruit only those individuals who have demonstrated exceptional abilities in the classroom as well as on the playing field.
Moreover, the University prides itself in conducting its recruiting program with integrity. The Department of Intercollegiate Athletics has established rules within each sport which meet or exceed the rules and regulations established by the NCAA and the Southland Conference to govern recruiting activities. As the University’s delegated administrator of the athletics program, the Director of Athletics accepts full responsibility for actions related to recruiting taken by Departmental staff members. The Director ensures that all recruiting activities are carefully coordinated and documented by each Head Coach and monitored by the Associate Athletic Director for Compliance & Student Services to ensure total compliance with established guidelines and procedures.
To achieve full compliance, it is particularly important that each staff member involved in recruiting activities be knowledgeable of established recruiting rules and regulations and any revisions related to them. They include, but are not necessarily limited to the following:
• Offers and Inducement;
• Contracts;
• Evaluation Periods;
• Publicity
• Use of Funds;
• Tryouts
• High School All-Star Games;
• Official and Unofficial Visits (Transportation, Visitation and Entertainment);
• Pre-College Expenses:
• Specialized Sports Camps, Coaching Schools and Clinics; and
• Booster Activities
The Associate Athletic Director for Compliance & Student Services with assistance from the Assistant Athletic Director for Student Services, is responsible for monitoring recruiting rules and regulations and informing staff members involved with recruiting operations of all pertinent updates and changes in a timely manner. Furthermore, the Associate Athletic Director for Compliance & Student Services is available to assist recruiting staff in the interpretation of NCAA rules and regulations, and to answer specific questions concerning recruiting. The Associate Athletic Director for Compliance & Student Services may request assistance from the Director of Athletics, or directly consult with NCAA or Southland Conference staff when questions concerning compliance issues arise.
All rules and regulations relevant to recruiting are carefully detailed in Bylaw 13 of the NCAA Manual and in the “The NCAA Guide for the College-Bound Student-Athlete.”
Appendix 2
35
502A:2
Recruiting Violations
Recruiting violations, however unintentional, have resulted in adverse publicity and sanctions for many colleges and universities throughout the United States. The Department’s best defense against recruiting violations is a thorough knowledge of strict adherence to all pertinent NCAA rules and regulations by all Departmental staff when recruiting student-athletes.
All representatives of the Department involved in recruiting and/or related athletic activities are required to certify annually that, to the best of their knowledge, they and their colleagues have complied with University policy and NCAA rules and regulations governing the recruitment of prospective student-athletes (see Policy 510A, Coaches and Administrators: Employment Contracts).
The Southland Conference requires that a Coaching Staff and Off-Campus Recruiters Designation form (see Appendix 502A-1) be completed for each sport and submitted to the Conference office by September 15 of each year. The Associate Athletic Director for Compliance & Student Services is responsible for the administration of this form and for securing the required signatures of each Head Coach and the Director of Athletics. In addition coaches recruiting off-campus must be certified annually and pass a standardized test on recruiting regulations before engaging in any off-campus recruiting. A list of all coaches certified to recruit is maintained in the Office of the Director of Athletics.
When involved in recruiting activities, it is especially important to keep in mind these
two facts:
1. Any violation (intentional or accidental) of NCAA, Conference or University rules and regulations must be reported immediately to the Associate Athletic Director for Compliance & Student Services. If the Associate Athletic Director for Compliance & Student Services is not available, violations should be reported to the Director of Athletics or the Institutional Athletics Representative.
2. Anyone found guilty of a serious recruiting violation (including persons who only have knowledge of violations but fail to report them) are subject to financial penalty and/or immediate dismissal from the University.
Alumni Activities
Over the past several years, NCAA bylaws governing recruiting activities have been amended to greatly limit the role of alumni in recruiting activities. NCAA Bylaw 13 in the NCAA Manual specifies the restrictions which apply to “athletics representatives.” In general this legislation prohibits telephone conversations with prospects, contact at athletic contests, contact with coaches for evaluation purposes and visits to the prospects institution to pick up films, transcripts, etc.
Alumni recruiting activities are permitted provided they relate to the normal admissions procedures which are applicable and available to all prospective students. Personal contacts may not be made for the purpose of athletic recruiting. Extreme caution must be taken at all times to insure that the distinction between athletic and academic recruiting is absolutely clear.
Appendix 2
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502A:3
PROCEDURES
The key to recruiting is careful planning and successful implementation. Taking into consideration budget limitations, coaches are urged to identify particular geographic concentrations of prospective student-athletes for their respective sport. These prospective student-athlete pools become the basis of the program’s overall recruiting strategy and should be prioritized according to specific need. The Head Coach for each sport is responsible for initiating the following recruiting activities:
• Identification of Prospects
Head Coaches may develop and send questionnaires to high school and junior college coaches in target areas requesting the identification of prospects. Questionnaires may also be sent to individual prospective student-athletes identified by athletic boosters, friends of the Department, coaches, etc.
Questionnaires may not serve as a recruiting brochure or poster promoting Stephen F. Austin State University.
Additional information on prospects may be gained by:
1. Observing video and actual play;
2. Reviewing published literature;
3. Monitoring the prospect’s level of academic progress; and
4. Reviewing the Recommendation Form, if available.
Evaluation periods are scheduled for the various sports in accordance with NCAA guidelines.
• Distribution of Information
Materials on the University, including its academic and athletics programs, may be sent to high schools and two-year colleges, as well as individual students. University materials may be sent to prospective student-athletes at any time during their secondary school attendance if the information is part of a regular institutional mailing to all prospective students. However, Department of Intercollegiate Athletics materials may not be sent to a prospective student-athlete before September 1 of his/ her junior year of high school (except men’s basketball, which may begin sending materials on June 15, following the prospects sophomore year). All recruiting materials must comply with NCAA rules and regulations governing printed recruiting aids. Facsimiles (FAX) and electronic mail communications to prospects are subject to restrictions on general correspondence.
Organized mailing campaigns to identified prospects are usually initiated in the spring semester of the prospect’s junior year. Permissible publications include the following:
1. General correspondence, including letters, postcards issued by the U.S. Postal Services, institutional note cards and schedule cards;
Appendix 2
37
502A:4
2. Official academic, admissions and student services publications, produced by the institution and available to all students; and
3. A recruiting brochure or media guide in each sport the University sponsors (utilizing only one color of ink inside the covers and no enclosed posters).
Note: Game programs may not be mailed to prospects, however, game programs without posters may be provided free of charge to prospects on official or unofficial visits to the campus.
Questionnaires and summer camp brochures may be mailed prior to September 1 of a prospect’s junior year in high school. Prospective student-athletes may also receive NCAA educational information related to recruiting, including “The NCAA Guide for College-Bound Student-Athlete” publication.
Once the prospect has been officially accepted for enrollment and has signed the National Letter of Intent, institutions are permitted to provide pre-enrollment information regarding orientation, conditioning, academic and practice activities (e.g., play books).
• Videotaping
Videotapes highlighting the academic, enrichment, social and athletic programs (within NCAA guidelines) at Stephen F. Austin State University may be sent to a prospective student-athlete by the Office of Admissions only, provided it is the institution’s policy to send or make available such materials to all prospective students.
• Recruiting Timetables
Head Coaches for each sport, with the assistance of the Assistant Athletic Director for Compliance, maintain timetables and appropriate checklists to assist with recruiting efforts. Timetable information varies from sport to sport according to NCAA regulations and may include:
1. Recruiting and evaluation periods;
2. Contact periods;
3. Organized bulk mailing campaigns;
4. Admissions and financial aid application deadlines;
5. Off-campus recruiting schedules;
6. On-campus recruiting weekends;
7. “Dead Periods;” and
8. National Letter of Intent signing dates.
The Associate Athletic Director for Compliance & Student Services distributes for the Department recruiting information each month prepared by the NCAA specifying quiet periods, contact and evaluation periods, and signing dates in each sport.
Appendix 2
38
502A:5
Evaluation of Academic Records
At the time of the initial contact with a prospective student-athlete, the recruiting coach should request a copy of all transcripts which reflect the academic performance of the student through his/her junior year, as well as a listing of subjects in which the student is currently enrolled or is scheduled to complete prior to registration at the Stephen F. Austin State University.
Such transcripts from all secondary and post-secondary institutions, as well as SAT/ACT test scores, should be reviewed by the coach and if needed, by the Assistant Athletic Director for Student Services in order to properly evaluate the prospective student-athlete’s chances of becoming a “qualifier” and thus of meeting the University’s admission requirements. (For specific academic qualifications, see Policy 502B, Student-Athletes: Admissions, and 502C, Student-Athletes: Eligibility, in this Manual.)
Coaches should carefully consider the evaluation of a prospect’s academic record in determining further recruiting efforts. Coaches are encouraged to complete an academic evaluation before an invitation is extended to a recruit for the official campus visit. Transcripts must be sent directly from the prospect’s institution to SFA’s Office of Admissions. Moreover the prospect’s National test score must be received prior to an official visit. Prospects must also be registered with the NCAA Eligibility Clearinghouse prior to any official visit.
Contact and Evaluation Forms
A contact and evaluation record is kept for each prospective student-athlete in each sport on the Southland Conference Recruiting Log or on an electronic recruiting package approved by the Associate Athletic Director for Compliance and Student Services(see Appendix 502A-4 for Football, 502A-5 for Basketball, and 502A-6 for all other sports for sample forms). This form includes the recruiting coach’s name, prospect’s name, address, phone and social security numbers, date(s), time(s) and sites of contacts and evaluations, the name of the high school or junior college, and its address and phone number plus